Job Title: Administrative Officer
Grade: AO
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.
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).
Key responsibilities:
1. Administration
o Preparing papers and/or digital files for court, tribunals, hearings and meetings.
o Producing court/tribunal documents.
o General photocopying and filing.
o Creating and updating records on in-house computer system and data input.
o Post opening and dispatch.
o Booking, preparing and organising meeting rooms, supporting training courses and other group activities.
o Preparing meeting agenda, joining instructions, handouts etc.
2. Drafting
o Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions.
3. Operations
o Clerking civil and family courts, tribunals and hearings, ensuring papers and materials are available and up to date.
o Assisting court users, supporting listing and rota management, checking files.
o Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc.
o Handling counter (face to face), written and telephone enquiries.
4. Processing casework
o Including standard documentation and information, court orders, claims, fines and fees.
o Resulting courts accurately, interpreting accurately the information needed on a court file.
o To work to workload targets in terms of throughput and accuracy.
5. Checking and verifying
o Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures.
o Ensuring compliance and administration documentation meet quality standards.
6. Collecting and assembling information
o For returns, results, accounts, statements, warrants, statistical analysis, reports etc.
o Work may require interpretation of source materials, preparation of bundles, chasing.
7. Undertaking calculations
o Produce basic statistical analysis reports and where needed, process financial information.
o 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.
8. Communicating with the public, the judiciary, other court and tribunal users and representatives of other agencies and organisations
o Communicate effectively and work with all court staff, Judiciary and internal and external stakeholders.
o 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.
Minimum Requirements:
* Strong customer focus and service skills
* Experience of working in an administrative role in a customer focussed 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.
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