Receptionist – Milton Keynes – Full Time (South Central)

Overview of the Job

This administrative role is based within the Probation Service Directorate in HMPPS. The post holder reports to the line manager and supports the provision of business‑specific and transactional office‑based activities.

Summary

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.

Responsibilities, Activities and Duties

• Act as the first point of contact for the Probation Service, greeting visitors and staff professionally, logging arrival and departure, ensuring appropriate staff is notified and issuing visitor passes and security fobs.
• Use observation and situational awareness to diffuse potentially violent situations, recognise when additional support is required, alert to safeguarding or risk issues and take remedial action such as e‑mail to Probation Practitioner and updating Delius.
• Answer all enquiries related to the Probation Service and local Person on Probation support services, referring more technical queries to an appropriate manager.
• Manage building logistics: mail items, ordering PPE and office stationery, meeting‑room equipment, deliveries, room, hot‑desk and car‑parking bookings, and support and service meeting rooms including preparation for events and registration.
• 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.
• Maintain Health and Safety and security aspects of the building, act as key holder, operate physical security, test fire and panic alarms, monitor CCTV, assist evacuation measures and, where trained, act as Fire Warden/First Aider.
• Log building faults and incidents, keep a maintenance log, and, within guidelines, decide on urgency and raise issues through appropriate channels. Escort contractors and visitors as required.
• Support case administration for Persons on Probation by providing confidential, high‑level administrative support:
  • Process and update computer‑based and manual files and filing systems.
  • Use a range of computer software to provide comprehensive administration support.
  • Produce documentation and correspondence.
  • Access databases for information, entry of data, scanning and archiving, some of which is sensitive and confidential.

Behaviours

• Delivering at Pace
• Communicating and Influencing
• Changing and Improving
• Managing a Quality Service

Ability

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.

Experience

• Experience working in the criminal justice field.
• Experience working in high‑pressure or stressful environments.
• Experience in customer relations.

Qualifications

Essential

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

Desirable

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

Hours of Work and Un‑social Hours Allowances

Additional payments are made for working unsocial hours.

Working Hours

Full‑time — 37 hours per week (excluding unpaid breaks). Opening hours are Monday to Friday 9 am to 5 pm, with late reporting until 7 pm on Mondays and Wednesdays.

Working Arrangements

Hybrid working arrangements are offered where business need allows. This informal arrangement blends working from base location, other MoJ sites or home, subject to regular review.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after 5 years’ service, plus public holidays; pro‑rata for part‑time and job‑share posts.
• National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF); further information at www.gmpf.org.uk.
• Training and development opportunities are available through the Ministry of Justice.
• Networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
• Family‑friendly policies: reduced hours or job share options.
• Flexible benefits, voluntary benefits, retail vouchers and discounts.
• Childcare support schemes such as Tax‑Free Childcare.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees using computer screens.

Equality and Diversity

We recruit by merit on the basis of fair and open competition. The post holder promotes diversity and anti‑discriminatory practice, embraces Equality and values Diversity, and adheres to all policies regarding sensitive or confidential information.

Nationality Rules

• UK nationals
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries with the right to work in the UK
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members with settled or pre‑settled status under the EU Settlement Scheme (EUSS)
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein with a valid application for settled or pre‑settled status under the EUSS
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals and certain family members of Turkish nationals who have accrued the right to work in the Civil Service

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