We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

HM Courts and Tribunals Service

Job Title: Administrative Assistant

Pay Grade: AA

Background

HMCTS provides administrative support for the legal system across England and Wales, they are also responsible for 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 and it must serve all those who call on it, when they call on it. From some of the most vulnerable people in our society, to families in crisis, claimants and commercial businesses – HMCTS has a responsibility to administer a justice system that is accessible to everyone and operates efficiently.

Good administrative staff with excellent customer service skills are vital to the effective operation of the Courts, Tribunals and other offices within HM Courts and Tribunals Service (HMCTS). Most of the staff within HMCTS are employed in administrative roles.

The key purpose of the role:

This is a role which encompasses a variety of clerical duties equally allowing you to work where needed to support the work of HMCTS.

Although many of the tasks are straightforward, regulated by well-established guidelines and/or detailed instructions, you will need to be prepared to react quickly and professionally to situations, some of which may be unexpected. You will be comfortable in dealing sensitively and professionally with people from all walks of life; many of whom may be vulnerable and under stress. Advice and support is readily available and there is little discretion to depart from standard procedures, which may well require you to take a firm stance when those procedures are not understood or welcomed by a court user. You will work within a team with regular management support.

Whilst initially you will be allocated to a specific office base, there will be a need for flexibility to work on an ad hoc basis at other HMCTS offices.

Key responsibilities may include:

Administration

• Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers
• Providing support to colleagues & judiciary outside of court / hearing times
• Operating recording equipment and maintaining records of recordings of hearings
• Creating, updating, distributing and tracking files, bundles, documents, tapes;
• Creating and/or maintaining databases, lists, manuals; completing documents including standard letters, forms, applications, orders, records, registers, statistics etc with clearly defined information using electronic and paper systems.
• Maintaining the tribunal Library (including e-transcripts and books)
• Sorting and delivering lists of hearings for internal and external notice boards
• Sort and deliver lists of hearings for internal & external notice boards

Correspondence

• Copy/audio typing, completing standard letters, forms, registers, etc where the information is clearly defined.
• Straightforward drafting such as acknowledgements and receipting, confirmations, etc.
• Amending standard instructions, manuals and directories, circulating and distributing documents, journals etc.

Post Handling

• Opening, sorting, distributing and dispatching post
• Collecting and delivering post from appropriate offices

Monitoring Stock

• Including stationery and other supplies against requirements and inventories, establishing requirements, completing order forms, stock distribution
• Ensuring Court rooms are supplied against requirements for relevant forms and stationary
• Collecting and delivering stationary around the offices

Data Entry and recording

• Resulting, checking accuracy and completeness against guidelines or a proforma,
• Straightforward money handling e.g. issuing jury payments, spending petty cash under instruction.

Operating equipment

• Office and court equipment e.g. computers, fax machines, scanners, photocopiers, switchboards, franking machines, messaging equipment, tape, and video recorders etc.

Handling telephone calls

• Answering standard enquiries and passing messages to others.

Arranging meetings

• Preparing rooms for hearings, tribunals, meetings and clearing the hearing room down at the end of the day etc.
• Using electronic diaries, booking rooms and accommodation, making travel arrangements.

Reception of parties to tribunals

• Including members of the public, judiciary, solicitors and barristers, the police, representatives of external Agencies etc.
• Providing information related to proceedings, escorting tribunal users into and from the building, swearing oaths etc.
• Calling people into hearing rooms in priority order, discussing with Hearing Clerks and Legal Advisers
• Answering face to face enquiries
• Keeping parties informed of changes eg, of hearing rooms and hearing times

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.

Desired Skills

Experience of working in a busy office environment. Ability to use a computer at the level required for the work.

Operational Delivery in HMCTS

This role is part of the Operational Delivery Profession. Operational delivery professionals are the outward face of government, providing essential services to the public in a variety of roles. They work in many different departments and agencies across the breadth of the UK, delivering service to customers in

• Face-to-face roles in HMCTS for example reception duties
• Contact Centre roles in HMCTS for example call centre advisers
• Processing roles in HMCTS Tribunal Administration

Being part of the operational delivery profession means belonging to a cross-government community of people. This will offer you access to information on professional standards, skills development and qualifications to help you continue to improve your development and performance and expand your career options.

Salary

£20,126

Additional Information

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 on 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.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

• A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
• For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
• To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.