Ministry of Justice UK
22912 - Receptionist - Yorkshire and the Humber Probation - Bradford and Calderdale - Full Time
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Job Description
Job Overview
This role will involve some late night and weekend working.
About the Role
This is an administrative role based within the Probation Service (PS) Directorate in HMPPS. The job holder reports to the designated Line Manager and supports the provision of business-specific and transactional office-based activities.
The job holder works collaboratively with other team members to provide reception duties and a range of administrative support services.
The job holder may be expected to support a number of teams/functions within the operational area and is to offer support and cover during periods of absence, for which training will be provided.
The job holder must promote diversity and anti-discriminatory practice in the performance of the post in a way that embraces Equality and values Diversity.
The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.
NB: Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need.
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.
Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities, and duties:
- To be the 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 issuing visitor passes and security fobs as necessary.
- Through observation and situational awareness to use tact and diplomacy to diffuse potentially violent situations and recognize 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, 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, 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.
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The duties/responsibilities listed above describe the post as it is at present and are 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.
Behaviours
- Delivering at Pace
- Communicating and Influencing
- Changing and Improving
- Managing a Quality Service
Ability
- Must have proven proficiency in ICT skills across the full range of Microsoft Office applications.
- Must have excellent verbal and written communication skills.
Experience
Desirable
- Has worked in the criminal justice field.
- Has experience of working in high-pressure/stressful working environments.
- Has experience in customer relations.
Technical Qualifications
Essential
- GCSE A*-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.
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.
Additional Information
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.
We will be adding successful individuals to a merit list for 12 months for any other opportunities that may arise in the near future, which may include both full and part-time working.
From 22 July 2025, the Government increased the salary threshold and skills level for Skilled Worker visas. This role does not meet the eligibility criteria for sponsorship in accordance with the current immigration rules if you are looking to apply for a Skilled Worker Visa for the first time.
The Department cannot consider sponsoring you for this role unless you have held a Skilled Worker visa continuously since before 22 July 2025. If you have held a Skilled Worker visa continuously, please raise this during your vetting checks, and eligibility will be assessed in accordance with the immigration rules and transitional provisions in place.
If you are applying for this role and you do not meet the new eligibility criteria for sponsorship (or the transitional provisions), you will need to consider your options for obtaining and/or maintaining your right to work in the UK in light of these changes. Successful applicants must ensure they have and maintain the legal right to live and work in the Civil Service and in the United Kingdom.
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Please note: If your first skilled worker visa/Certificate of Sponsorship (COS) was issued after 22nd July 2025, and you have previously held a student, graduate, or dependant visa, you would not be eligible for sponsorship for this role as the salary offered is below the threshold.
If you currently hold a skilled worker visa and have been a skilled worker visa holder continuously since before 4 April 2024 (Please note that the visa can have been issued after this date as long as the Certificate of Sponsorship (CoS) was issued before you may still apply).
The Department will continue to comply with UK Immigration Rules applied in the UK and Civil Service. You can read more about Skilled Worker visas and the eligibility criteria here.
Receptionists play a key role by being the first point of contact for Yorkshire and the Humber Probation Service. Greeting people on probation and visitors professionally both face-to-face, via telephone, and email, logging their arrival and departure, ensuring the appropriate member of staff is notified. Receptionists also provide vital administrative functions to delivery units in accordance with service policy and procedures.
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 organization.
- 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 closely with other teams collaborating across diverse business areas with a range of people.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites, and/or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed upon the completion of pre-employment checks.
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
Standard full-time working hours are 37 hours per week, excluding breaks, which are unpaid. HMPPS welcomes part-time, flexible, and job-sharing working patterns, where
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