HM Prison and Probation Service
Receptionist - Chippenham Probation Office - Full time - permanent (Ref: 19064)
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Administrative Support Officer – Probation Service (PS) Directorate (Job Reference: [Shared across multiple locations])
Location(s): NPS Chippenham, 34 Marshfield Road, Chippenham, SN15 1JT
Job Title: Administrative Support Officer
Directorate: Probation Service (PS) Directorate, HMPPS
About the Role
This is a multi-tasking administrative role based within the Probation Service (PS) Directorate in Her Majesty’s Prison and Probation Service (HMPPS).
The job holder will provide office-based support, act as the first point of contact for visitors, staff, and those on probation, and deliver confidential administrative services across operational areas. This role is operationally active: you must embrace the principles of equality, diversity, and inclusion, while handling sensitive information with strict confidentiality.
Key Working Pattern: Core hours include regular unsocial hours (evenings/weekends), influenced by operational demand.
Key Responsibilities
1. Reception & First Point of Contact
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Greet and manage visitors, people on probation, and callers professionally—campus and remote.
- Log arrivals/departures and ensure notifications to the relevant team.
- Issue visitor passes and security fobs as necessary.
- Exercise situational awareness to de-escalate tension, address safeguarding concerns, and escalate risks to:
- Security/police if required.
- Update electronic systems (Delius) and notify Probation Practitioners where necessary.
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Take responsibility for general enquiries about PS services, support provisions (e.g., food banks), and local resources.
2. Building & Logistics Administration
Efficiently manage day-to-day operational logistics:
- Process and distribute mail, office stationery, PPE, and H&M equipment.
- Coordinate event registrations and venue preparations, including room and parking bookings.
- Oversee physical security and CCTV, conduct fire/panic alarm tests, and assist evacuation procedures.
- Act as Key Holder, Fire Warden, and (if trained) First Aider where required.
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3. Cash Handling & Travel Support
- Pay/track travel warrants/bus fares for individuals on probation.
- Manage petty cash securely, transporting funds between sites as needed.
4. Security & Incident Management
- Record and escalate building faults and repair issues, demonstrating urgency decision-making.
- Serve as a liaison for contractors/vendors when the Senior Admin Officer is unavailable.
5. Case & Administrative Support
Provide high-level administrative support to operational teams, ensuring confidentiality:
- Update elektronic and manual filing systems.
- Use a range of computer software for administration.
- Generate documentation, correspondence, and records transfer.
- Archive data sensitively (some of which will be highly confidential).
6. Risk Assessments & Additional Duties
- Support risk assessments where trained (if line management unavailable).
- The role is not exhaustive—adaptability to new tasks is imperative, with adjustments under review via Mutual Engagement.
Individual Behaviours and Selection Approach
Candidates will be assessed against core behaviours during the evaluation process:
- Changing and Improving – Ability to innovate.
- Communicating and Influencing – Clear interaction, negotiating.
- Delivering at Pace – Efficient workload management.
- Managing a Quality Service – Precision in dealing with complex issues.
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This role uses Skills-Based Profiles to assess behaviours, strengths, and experience.
Candidate Requirements
Prospective Hiring Considerations
- This vacancy is open to:
- UK/EU nationals with valid rights to work.
- Commonwealth/Republic of Ireland nationals.
- EU/EFTA family members with settled status under EUSS.
- Individuals with limited leave primarily granted access under previous systems.
- Veteran candidates through the Civil Service’s Great Place to Work for Veterans initiative.
Security Clearance
- Criminal Record Check required.
- Baseline personnel security standards for government assets.
Working Environment Benefits
- Civil Service pension benefits (employer contribution: 28.97%).
- Annual and public holidays, including Season Ticket Support.
- Flexible working policies to support work-life balance.
- Commneity-wide commitment to diversity and inclusion.
For more details, review the Civil Service Commission’s Principles or refer to the recruitment guide via:
Ministry of Justice Jobs Portal
Further Enquiries: Contact the Moj SSCL Enquiries Team.
- Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
- Phone: 0345 241 5358
- Alternate: Civil Service Complaint Process for disputes.
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