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.

These operational roles are customer facing, requiring successful applicants to be office based to provide HMCTS services to the public. HMCTS offers a flexible working system in many of its offices, subject to business needs being met.

HM Courts and Tribunals Service

Job Title: Administrative Officer

Pay Grade: AO

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

Administrative Officers are assigned to teams to carry out a variety of general administrative duties to progress cases through the tribunals system or provide support to other functions within HMCTS.

In some positions, role holders will have regular direct contact with tribunal users, including members of the Judiciary, service users and the legal profession. Working within an administrative team, HMCTS will provide successful candidates with regular management support and ensure appropriate training is delivered.

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.

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.

Working as part of a flexible team, the postholder will be expected to undertake a range of the functions and responsibilities specified. It is not intended that each post will be responsible for the full range of duties.

Key responsibilities

Administration

• Undertaking all the duties of a hearing clerk including reception duty, meet and greet
• Collecting and delivery of files to the Judiciary, operating recording equipment and online hearings
• dealing with written, email and telephone enquiries maintaining and updating tribunal records
• Preparing papers and files for tribunals, hearings and meetings.
• Producing tribunal documents.
• General photocopying and filing.
• Creating and updating records on in-house computer system 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 tribunals and hearings, ensuring papers and materials are available and up to date
• Assisting tribunal users, supporting listing and rota management, checking files
• Contacting relevant parties, scheduling, issuing tribunal documents
• Handling counter (face to face), written and telephone enquiries.
• To undertake ad hoc roles within the band such as L+D Co-ordinator, H+S roles

Processing casework

• Including standard documentation and case information
• Resulting tribunals accurately, interpreting accurately the information required on a tribunal 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 be required to cross check and validate work completed by colleagues.

Collecting and assembling information

• For returns, results, accounts, statements, 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 Team Information Board (TIB) meeting, as required

Undertaking calculations

• Produce basic statistical analysis reports and where required, process financial information.
• Checking the work of others, updating records, reconciling accounts, preparing invoices, information gathering and running straightforward reports.

Communicating with the public, the judiciary, other tribunal users and representatives of other agencies and Organisations

• Communicate and work with the Judiciary, local management team, and other internal and external stakeholders, suppliers and customers to collect information, check facts, communicate judicial decisions, give advice on the completion of forms or tribunal procedures etc and provide excellent customer service.
• 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.

Desired Skills

Experience of working in a busy office environment. Relevant computer skills to undertake the level of work required.

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.

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Job contact :

Name :
SSCL Recruitment Enquiries Team
Email :
Moj-recruitment-vetting-enquiries@gov.sscl.com
Telephone :
0845 241 5359

Recruitment team :

Email :
Moj-recruitment-vetting-enquiries@gov.sscl.com