Full Time, Part Time, Part Time/Job Share, Flexible Working
Role Type: Operational Delivery
The successful applicant must be able to work three full working days per week.
Overview
HM Courts & Tribunals Service (HMCTS) is an agency of the Ministry of Justice. We provide support for the legal system across England and Wales, along with non-devolved tribunals in Scotland and Northern Ireland, ensuring justice works for everyone.
Our Justice system defends our fundamental rights and freedoms. It is a cornerstone of our modern society. It protects some of the most vulnerable people in our communities, from families in crisis to claimants and commercial businesses. We have a responsibility to deliver a Justice system that is accessible to everyone and operates efficiently.
The key purpose of the role
Administrative Officers are assigned to teams to carry out a variety of general administrative duties to progress cases through the court/tribunal system or provide support to other functions within HMCTS. Continuous improvement tools and techniques are used in HMCTS and so there will be opportunities to exercise discretion and initiative and continually look to improve within a framework of Standard Operating Procedures (SOPs). Problem solving is carried out by reference to lean techniques (e.g., problem-solving hubs) and comprehensive guidelines and instructions - complex or difficult issues are normally referred to or will involve a team leader.
In some positions, role holders will have regular contact with court/tribunal users, including members of the Judiciary and the legal profession. Administrative Officers work within a team with regular management support and are responsible for their own time, although there may be some opportunity to provide advice and carry out limited supervision of others.
* Strong customer focus and service skills
* Experience of working in an administrative role in a customer-focused environment
* Proficient with IT and Microsoft Software packages
* Excellent communication and organisational skills
* Customer service and administrative skills
Whilst the post holder will be allocated to a specific office base, there may be a need for flexibility to work on an ad hoc basis at other local HMCTS offices.
Key responsibilities:
Administration
* Preparing papers and/or digital files for court, tribunals, hearings, and meetings.
* General photocopying and filing.
* Creating and updating records on in-house computer systems and data input.
* Post opening and dispatch.
* Booking, preparing, and organising meeting rooms, supporting training courses and other group activities.
* Preparing meeting agenda, joining instructions, handouts, etc.
Drafting
* Standard letters and correspondence, minutes, notes, reports, submissions, etc., according to guidelines and instructions.
Operations
* Clerking civil and family courts, tribunals, and hearings, ensuring papers and materials are available and up to date.
* Assisting court users, supporting listing and rota management, checking files.
* Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees, etc.
* Handling counter (face-to-face), written, and telephone enquiries.
* To work as a team to ensure TIB (Team Information Board) meetings are relevant, timely, and productive.
* To work as a team to problem solve, to assess the impact of new SOPs, to contribute to small projects.
* To undertake ad hoc roles within the band such as Jury Bailiff Officer, Learning and Development Coordinator, Health and Safety roles.
Processing casework
* Including standard documentation and information, court orders, claims, fines, and fees.
* Resulting courts accurately, interpreting accurately the information needed on a court file.
* To work to workload targets in terms of throughput and accuracy.
Checking and verifying
* Documents, records, accounts, claims, and returns for approval, results, statistics, plans, etc., against criteria, regulations, or procedures.
* Ensuring compliance and administration documentation meet quality standards.
* Role holders may have to cross-check and validate work completed by colleagues.
Collecting and assembling information
* For returns, results, accounts, statements, warrants, statistical analysis, reports, etc.
* Work may require interpretation of source materials, preparation of bundles, chasing.
* Role holders will need to modify and adjust information and make decisions to allow work to be completed.
* Role holders will need to collect and assemble information to prepare for and run the daily TIB meeting, as needed.
Undertaking calculations
* Produce basic statistical analysis reports and where needed, process financial information.
* Checking the work of others, updating records, assessing the value of goods and/or property, reconciling accounts, preparing invoices, information gathering, and running straightforward reports.
* Spending limited sums of money on behalf of an office or unit.
* Calculate the anticipated numbers of Jurors to be called and manage the numbers to be as efficient as possible.
Communicating with the public, the judiciary, other court and tribunal users and representatives of other agencies and organisations
* Communicate effectively and work with all court staff, Judiciary, and internal and external stakeholders.
* To deliver a helpful, prompt, polite and “right first time” service to our internal and external customers.
Other duties
The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.
The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.
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). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.
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 on the completion of pre-employment checks.
Interviews expected to begin w/c 28/10/2024.
To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken.
For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment.
This job is broadly open to the following groups:
* Nationals of the Republic of Ireland
* Nationals of Commonwealth countries who have the right to work in the UK
* Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS).
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