Executive Assistant - First tier Immigration Asylum Chamber

Team/Directorate:

Private Offices Directorate

Overview of the Judicial Office

This is standardised wording and cannot be amended.

The Judicial Office (JO) reports to, and is accountable, to the Lady Chief Justice (LCJ). It was established in 2006 to provide support to the LCJ and to the wider judiciary in upholding the rule of law and in delivering justice impartially, speedily and efficiently, following the Constitutional Reform Act 2005.

In addition, we support, and are accountable to, the Senior President of Tribunals, whose responsibilities extend to Scotland and Northern Ireland.

The JO is an interesting and unique place to work. Everything we do is in support of upholding the independence and impartiality of the judiciary. We work closely with HM Courts & Tribunals Service (HMCTS), the Ministry of Justice (MoJ) and others across Government as well as with the legal professions.

We are an Arm’s Length Body sponsored by the Ministry of Justice. This creates an interesting and complex environment in which to work where we agree our priorities with the senior judiciary and receive our funding to deliver them from the Ministry of Justice. The Judicial Office has been through a period of significant growth resulting from an expansion of our remit and responsibilities.

See JO staff talk about working here: https://design102.wistia.com/medias/uhgtmbtnlv

Overview of the team

The postholder will join the Judicial Private Offices directorate. The business units include operational private offices; jurisdiction and policy private offices; and the Judicial Executive Board Secretariat.

This is an exciting opportunity to work with and support some of the most senior Tribunal’s judiciary in the country. The successful candidate will be an Executive Assistant to the President of the First Tier Immigration Asylum Chamber.

The Chamber Presidents’ Private Offices are a series of small jurisdictional teams focused on supporting each Chamber and Tribunal President across all their leadership functions. Each Private Office works collaboratively with expert teams across the Judicial Office and HMCTS to provide policy and legal advice, as well as general secretariat and administrative support, to the Chamber and Tribunal Presidents.

Hybrid Working Requirement

This is standardised wording and cannot be amended.

The role is based in London, Field House (Breams Buildings EC41 1HP).

This position is eligible for hybrid working (current minimum requirement for time spent at base location is 60%, which is subject to business requirements).

The support provided by judicial Private Offices necessarily involves working before and after court, in keeping with the judge’s diary commitments and sitting patterns. Some early mornings and late evenings can be expected, though every effort will be made to accommodate flexibility where necessary. This role is not suitable for reduced hours working.

Summary of the role

Postholders will be responsible for ensuring that their principals are provided with high quality administrative, diary and inbox support, and will assist with day-to-day queries and requests for support from the Private Office team.

Responsibilities,

Activities & Duties:

The main responsibilities of the posts include, but are not limited to:

Organising and prioritising routine work.
Managing the Principal’s diary and/or daily pack of meeting papers.
Processing hotel and travel bookings.
Processing, triaging and drafting some personal correspondence (incoming and outgoing).
Distributing local communications.
Supporting the resolution of judicial accommodation and/or IT issues for, and on behalf of, the principal.
Arranging meetings, booking rooms and setting up IT as necessary, including the issuing of calendar invites through Outlook, Teams and e-Judiciary.
Gathering and circulating papers ahead of meetings, minute-taking, and recording/tracking and chasing actions where directed.
Managing a shared mailbox in addition to a personal inbox, responding to and/or redirecting messages as appropriate.
Processing stationary orders and managing post and deliveries.
Answering phone calls to the Private Office and triaging as appropriate.

Essential Knowledge, Experience and Skills

The successful candidate must:

be able to manage conflicting priorities and use their initiative to re-prioritise work at short notice.
be willing and able to support the team in other jurisdictions as/when required.
be able to communicate clearly, both in writing and orally.
have excellent interpersonal skills to build and maintain strong relationships with a range of peers and stakeholders working across the justice system.
be open to changes to ways of working and support the team in driving these changes forward.
embrace constructive feedback and be comfortable reflecting on how tasks could be done better.

Desirable Knowledge, Experience and Skills

Desirable Knowledge and Skills:

experience of working closely with the judiciary, and an interest in the workings of the courts and tribunals more widely.

Behaviours (for Recruitment/Success Profiles):

This is a Success Profiles based recruitment and Civil Service Behaviours will be considered at application stage along with a candidate CV (not scored).

Behaviours to be assessed at application stage:

Delivering at Pace, Communicating & Influencing, Working Together, Managing a Quality Service

In the event of a high volume of applications, we will sift on the lead behaviour of Communicating and Influencing.

Assessment process at application

Assessment process at interview

Candidates invited to interview will be assessed on these behaviours and on Civil Service Strengths.

Security clearance required:

Select one of the below.

(this will be determined by the location)

DBS
CTC
SC
DV

Please note:

Central Government policy dictates that applicants for National Security Clearance must be a resident in the UK for these minimum periods:

CTC - 3 years
SC - 5 years
DV - 10 years

CTC