GENERAL INFORMATION

Salary
£23,250 - £25,210
Working Pattern
Full Time
Vacancy Approach
External
Location
York
Region
Yorkshire and the Humber
Closing Date
17-Apr-2025
Business Unit
PDU York (2021)
Post Type
Permanent
Civil Service Grade
Other
Number of jobs available
1
Job ID
3790

DESCRIPTIONS & REQUIREMENTS

Job description

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 w 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

JOB DESCRIPTION ATTACHMENT

• 
  PS-JES-0109 Receptionist v2.0.pdf (Job Description Attachment)

EXPERIENCE

We will assess your experience for this role via the following methods
CV or Work History
Evidence of Experience
CV or Work History

RESPONSIBILITIES, ACTIVITIES & DUTIES

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 w 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 w necessary to act as Fire Warden/First Aider and

in the absence of a line manager to support risk assessments w 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.
• W 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:

o Process and update computer based and manual files and filing systems
o Use a range of computer software in providing comprehensive administration support
o Produce a range of documentation and correspondence
o To access databases for information as necessary and input information as required
o 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.

THIS ROLE MAY INCLUDE LATE NIGHT AND WEEKEND WORK

Some roles in probation require employees to have access to additional intelligence systems that require a higher level of vetting. An example of this, is the multi-agency ‘Visor’ system. If you are applying for a role that requires you to access systems such as Visor, you will be expected to undertake additional vetting for this once you commence in post, in addition to the pre-employment checks.
Contact Information
If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
Please quote the job reference

If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,250. The Probation Service offers the opportunity for annual pay progression. To be successful in this role:

• You’ll love learning new things and can adapt to meet the needs of our organisation.
• You’ll be prepared to use your own initiative and enjoy working as part of a team.
• Multitasking will be second nature, ensuring tight deadlines are met.
• You’ll use Agile methodologies and promote a culture of continuous improvement.
• You will be at ease working ly with other teams collaborating across diverse business areas with a range of people