Receptionist

at  Ministry of Justice

Salary
£22,096 - £24,718 Pro-rata
Number of jobs available
1
Detail of reserve list
12 Months
Region
Wales
City/Town
Aberystwyth
Building/Site

NPS PROBATION OFFICE ABERYSTWYTH, SY23 1QE

Grade
Other
Organisation Grade for HMPPS
NPS Pay Band 2 National
Post Type
Permanent
Working Pattern
Part Time, Part Time/Job Share, Flexible Working
Role Type
Administration / Corporate Support
Will the successful applicant have line manager responsibilities?
No
Job description
This role is a part-time receptionist role.
The role is for 3 days a week, 2 days in Cardigan and 1 day in Aberystwyth Probation Office.
You will be required to work from Aberystwyth Probation Office and 3rd party venues in Aberystwyth and Cardigan.
The reporting centre in Cardigan is operational Mondays and Thursdays.
On these days you will be based in 39 St Mary’s Street, Cardigan
HMPPS Wales pride ourselves on being an employer of choice and encourage applications from candidates irrespective of identity, background, life experience or circumstances. It’s vital that our justice system is as diverse as the society we serve and we welcome the unique contribution diverse applicants bring. In line with the Equality Act 2010, we are able to offer advice and support to candidates from backgrounds which are currently under-represented in our workforce or face recognised barriers. This includes ethnic minority and disabled people. If you are interested in finding out more, please contact WalesDiversityandInclusionTeam@justice.gov.uk
Mae Gwasanaeth Carchardai a Phrawf EF yn ymfalchïo mewn bod yn gyflogwr o ddewis ac anogwn ceisiadau gan ymgeiswyr ni waeth beth yw eu hunaniaeth, eu cefndir, eu profiadau bywyd neu eu hamgylchiadau. Mae’n hanfodol bod ein system gyfiawnder yr un mor amrywiol â’r gymdeithas rydym yn ei gwasanaethu ac rydym yn croesawu’r cyfraniadau unigryw a ddaw gan ymgeiswyr amrywiol. Yn unol â Deddf Cydraddoldeb 2010, rydym yn gallu cynnig cyngor a chymorth i ymgeiswyr o gefndiroedd sydd wedi’u tangynrychioli yn ein gweithlu neu sy’n wynebu rhwystrau amlwg. Mae hyn yn cynnwys pobl anabl a phobl o gefndiroedd ethnig lleiafrifol. Os hoffwch wybod mwy, cysylltwch â’r Tim Amrywiaeth a Chynhwysiant yn WalesDiversityandInclusionTeam@justice.gov.uk
HMPPS in Wales:
Preventing victims by changing lives
HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the people we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.

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

HOURS OF WORK (UNSOCIAL HOURS) ALLOWANCES

Additional payments are made for working unsocial hours.
Welsh Job Description
CY - PS-JES-0109 Receptionist v2.0.pdf – 231KB
Welsh desirable or essential
Desirable
Additional Information
Would you like the opportunity to be part of a culture that impacts changing lives? At HMPPS Wales, we can offer you the opportunity to make a difference to wider society. You’ll experience job and personal satisfaction whilst also reaping the organisational rewards and benefits. From attractive holiday allowance, promotion opportunities, access to training, flexible working, generous maternity and employer contribution pension scheme. These are to list just a few, want to know more? Apply for that job now.
Hoffech chi’r cyfle i fod yn rhan o ddiwylliant sy’n helpu i newid bywydau? Yng Ngwasanaeth Carchardai a Phrawf Ei Mawrhydi Cymru, gallwn roi’r cyfle i chi wneud gwahaniaeth i gymdeithas yn ehangach. Bydd yn cynnig boddhad personol a boddhad mewn swydd, a gallwch hefyd elwa ar fanteision a buddion o fewn y sefydliad, megis lwfans gwyliau deniadol, cyfleoedd dyrchafiad, mynediad at hyfforddiant, trefniadau gweithio hyblyg, buddion mamolaeth a chyfraniadau pensiwn hael gan gyflogwr. Nid yw hon yn rhestr gynhwysfawr - eisiau gwybod mwy? Gwnewch gais am y swydd nawr.

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.