Receptionist

at  Ministry of Justice

Salary 1
£20,126 - £24,225 (plus a London Weighting Allowance of £4,126)
Number of jobs available 1
1
Detail of reserve list 1
12 Months
Region 1
South East
City/Town 1
Guildford , Redhill , Staines
Building/Site 1
NPS COLLEGE HOUSE GUILDFORD, GU1 4RS, NPS SWAN HOUSE STAINES, TW18 1AJ, NMS Forum House, Redhill, RH1 6YS
Grade 1
Other
Organisation Grade for HMPPS 1
NPS Pay Band 2 National
Post Type 1
Permanent
Working Pattern 1
Full Time, Part Time
Role Type 1
Administration / Corporate Support
Job description 1

SUMMARY

To provide an effective and efficient first point of contact with all visitors, telephone callers and undertake administrative functions in accordance with service policy and procedures.

QUALIFICATIONS ESSENTIAL

• GCSE A*-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role

QUALIFICATIONS DESIRABLE

• IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL

The job holder will be required to carry out the following responsibilities, activities and duties:

• To be first point of contact for Probation Service and greet people on probation and visitors professionally both face to face and via telephone and email, logging their arrival and departure, ensuring the appropriate member of staff is notified and issue visitor passes and security fobs as necessary.
• Through observation and situational awareness to use tact and diplomacy to diffuse potentially violent situations and recognising where additional support is required, be that internal management or external security/policing presence, and to be alert to conversations that might indicate a safeguarding/risk issue and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries, while on Reception, relating to basic information about the Probation Service and local Person on Probation support services such as the provision of food banks, referring more technical enquiries to an appropriate manager.
• To deal with all logistics for a building including managing all mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items and ensuring they get to the right destination and managing room, hot desk and car parking bookings, support and service meeting rooms including preparing for events and event registration as required.
• To pay bus fares/travel warrants to people on probation and handle day to day petty cash including collection and transport of petty cash and travel warrants between Probation properties.
• To assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, operating the physical security of the building, the testing of fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures and where necessary to act as Fire Warden/First Aider and in the absence of a line manager to support risk assessments where trained.
• To log building faults and incidents and keep a log of maintenance and repairs escalating issues through the appropriate channels and making decisions (within guidelines) on the urgency of the faults in order to maintain the security of the building. In the absence of the Senior Admin Officer escorting contractors and visitors around the building.
• Where necessity arises to support the case administration of Person on Probation by providing a confidential and high-level administrative support service to operational teams, to include:
• Process and update computer based and manual files and filing systems
• Use a range of computer software in providing comprehensive administration support
• Produce a range of documentation and correspondence
• To access databases for information as necessary and input information as required
• Scanning and archiving data, some of which is sensitive and highly confidential

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.