This administrative role is based within the Probation Service (PS) Directorate in HMPPS and supports the provision of business‑specific and transactional office‑based activities.
Overview
The post holder acts as the first point of contact for visitors, callers and emails; provides reception duties; and delivers a range of administrative and support services across the department.
Responsibilities
- Serve as the first point of contact for the Probation Service, greeting visitors face‑to‑face and via phone/email; log arrivals and departures, issue visitor passes and security fobs.
- Use observation and situational awareness to defuse potentially violent situations, alert internal or external security when necessary, and report safeguarding or risk issues to the relevant staff.
- Handle all basic information enquiries about the Probation Service and local support services, and refer more technical questions to the appropriate manager.
- Manage building logistics including mail, PPE, office stationery, meeting room equipment, and room/car‑parking bookings.
- Process bus fares, travel warrants and petty cash, ensuring accurate records and timely transfers between probation properties.
- Maintain health and safety and security aspects of the building: operate the physical security system, test fire and panic alarms, monitor CCTV, assist in evacuation and act as Fire Warden/First Aider as required.
- Log building faults and incidents, keep a maintenance and repair log, and make decisions on urgency within guidelines.
- Escort contractors and visitors around the building when the Senior Admin Officer is absent.
- Provide confidential and high‑level administrative support to operational teams, including processing files, using computer software, drafting correspondence, accessing databases, and scanning/archiving data.
Qualifications
- IT qualification equivalent to ECDL/CLAIT or comparable work experience.
- Proficiency in Microsoft Office applications.
- Excellent verbal and written communication skills.
- GCSE A‑C in Maths and English (or equivalent).
- Experience in customer relations and working in high‑pressure or stressful environments is desirable.
- Experience in the criminal justice field is desirable.
Working Hours
Full‑time (37 hours) or part‑time, with some flexibility. The role may include unsocial hours (evenings and weekends) and additional payment for unsocial work.
Benefits
- Annual leave starts at 25 days, increasing to 30 after five years, plus public holidays.
- Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
- Access to extensive training and development opportunities.
- Family‑friendly policies, including reduced hours or job‑sharing where suitable.
Diversity & Inclusion
Applicants are encouraged to apply regardless of race, gender, disability, sexual orientation or any other protected characteristic. The post holder must promote diversity and anti‑discriminatory practice in all aspects of the role.
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