23864 - Receptionist - Boston

Ministry of Justice • Boston, MA

8d • Hybrid

About The Position

This administrative role is based within the Probation Service Directorate in HMPPS. The post holder reports to the designated Line Manager and supports business-specific and transactional office activities. Working collaboratively with colleagues, the Receptionist provides reception duties and administrative support, and may support multiple teams or functions in the operational area, including providing cover during absences after training. The post holder must promote equality and diversity, follow policies on handling sensitive and confidential information, and work regular unsocial hours, including evenings and/or weekends, as determined by business needs.

The Receptionist provides an effective and efficient first point of contact for visitors and telephone callers and carries out administrative functions in accordance with service policy and procedures. Duties include greeting and logging visitors, responding to basic enquiries, managing building logistics and bookings, handling mail and supplies, processing petty cash and travel warrants, and supporting building safety and security. The post holder may also provide confidential case-administration support to operational teams.

Requirements

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• GCSE grades A–C (or equivalent) including Maths and English, and Welsh where applicable, or a proven track record in a commensurate role.

Nice To Haves

• Experience working in the criminal justice field.
• Experience working in high-pressure or stressful environments.
• Experience in customer relations.
• An IT qualification equivalent to ECDL/CLAIT, or equivalent work experience to ECDL competency level.

Responsibilities

• Act as the first point of contact for the Probation Service, greeting people on probation and visitors in person, by telephone and by email; record arrivals and departures, notify relevant staff, and issue visitor passes and security fobs as required.
• Use observation, situational awareness, tact and diplomacy to help defuse potentially violent situations; identify when further support is needed, remain alert to safeguarding or risk concerns, and take appropriate action, including notifying a Probation Practitioner and updating Delius.
• Respond to enquiries about the Probation Service and local support services, referring technical enquiries to an appropriate manager.
• Manage building logistics, including mail, ordering PPE and stationery, receiving and directing deliveries, managing meeting-room, hot-desk and car-parking bookings, and preparing and supporting meeting rooms and events.
• Pay bus fares and travel warrants to people on probation, and handle day-to-day petty cash, including its collection and transport between Probation properties.
• Support building health, safety and security, including acting as key holder, operating physical security, testing fire and panic alarms, monitoring CCTV, assisting with evacuations and, where necessary, acting as Fire Warden or First Aider.
• Support risk assessments in the absence of a line manager when trained.
• Log building faults and incidents, maintain repair and maintenance logs, assess urgency within guidelines and escalate issues through appropriate channels.
• Escort contractors and visitors around the building in the absence of the Senior Admin Officer.
• When necessary, provide confidential administrative support to operational teams, including maintaining computer-based and manual files, using office software, preparing documents and correspondence, accessing and updating databases, and scanning and archiving sensitive information.
• Accept reasonable changes to duties and additional tasks of a similar level as required.
• Promote diversity and anti-discriminatory practice and comply with policies governing sensitive and confidential information.

Benefits

• Annual leave of 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays.
• Membership of the Local Government Pension Scheme (LGPS), run through the Greater Manchester Pension Fund.
• Extensive training and development opportunities.
• Opportunity to join employee-run networks offering advice and support and sharing employee views with senior management.
• Family-friendly policies, including opportunities to work reduced hours or job share.
• Access to flexible benefits, including voluntary benefits, retail vouchers and discounts on goods and services.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED