Ministry of Justice

Background

HM Court and Tribunals Service is an agency of the MoJ and provides the supporting administration for the judiciary across England and Wales. It delivers services to the public directly in court and tribunal buildings, remotely via business centres and some limited services via the internet.

There are high expectations of all staff regardless of the job they do, and good performance is expected from everybody. The organisation is continuously adopting new or better ways of working to ensure that it focuses on just that which is essential.

HMCTS has a once in a generation opportunity to transform the entire Courts and Tribunals Service through the HMCTS Reform Programme, enhancing the provision of a world-class justice system, in a manner that provides an improved user experience at reduced cost to the taxpayer. This will contribute to consolidating the UK’s position at the forefront of an increasingly competitive international legal market as well as ensuring access to justice for all.

The programme includes modernising the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims. Effective staff engagement at this time of such significant change will be critical to success, maintaining a positive and lasting connection between HMCTS management and its staff.

An effective courts and tribunals service is fundamental to our democracy, underpinning the rule of law. This is an opportunity to work in a role that will support and enable a major transformation programme, designed not just to give our courts and tribunals a sustainable and affordable future, but improve how we deliver justice. 

Overview

HMCTS is a continually changing organisation. Strong leadership is a critical element in this being successful. As a leader and manager within HMCTS the jobholder must provide clear direction and focus and visibly championing the changes which deliver greater efficiencies. HMCTS Senior Management Team expects all leaders to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results. 

The key purpose of the role is to

Manage the Judicial Secretariat in supporting the Delivery Director, Presiding Judges (PJJ) and Family Division Liaison Judge (FDLJ) in discharging the full range of administrative and personnel responsibilities delegated to them by the Lord Chief Justice for the salaried and fee paid judiciary on the Region. This involves management of the Judicial Liaison Officers and the Bookings Team for both the Circuit and District Bench, overseeing the booking and training of all Recorders, Deputy Circuit Judges and Deputy District Judges; the itineraries for all Circuit and District Judges; ensuring all records are maintained with 100% accuracy and providing information and advice on all aspects of appointments, retirements, authorisations, bids and forecasting on the Circuit and District Benches.

The post-holders will also provide support to the PJJ, FDLJ, Head of Judicial Secretariat and the Head of Judicial Strategy and Change. This includes assisting with the management of the workload of the PJJ and the FDLJ ensuring they meet their statutory responsibilities and may include taking responsibility for meetings they have to hold or attend, dealing with relevant correspondence to the PJJ/FDLJ and organising court visits. 

The post-holders will be expected to stand in for the Head of the Judicial Secretariat where necessary. They may also be expected to act on behalf of the PJJ/FDLJ without reference.

The post holders are 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. On Regions where there are two posts the split of responsibilities between the two post-holders will be determined once the structure is embedded, but each role will be responsible for a number of areas from the following list: 

Key responsibilities

Operations

• Assist the Delivery Directors, Heads of Jurisdiction and Cluster Managers in maintaining and / or improving performance and service delivery
• Monitor workload and performance and use that information to forward plan in consultation with Cluster Managers
• Ensure accurate judicial bids and forecasts are submitted within agreed deadlines and after full consultation
• Provide and monitor reports on judicial sick absences and delayed judgments.
• Ensure 100% accuracy of all judicial records, including the transfer register
• Monitor the appointment and retirement of any leadership posts or extra-curricular posts on the Circuit and District Benches
• Co-ordinate transfers of cases within and outside of the Circuit
• Process requests for deployment of firearm applications
• Complete regular compliance controls and maintain a culture of continuous improvement
• Act as a link and manage communication between the Lead Presiding Judge, the Presiding and Family Division Liaison Judges, the Judicial Liaison Office, judiciary and administrative staff across the Circuit
• Provide briefings, draft reports, letters and minutes of meetings as required by the Delivery Directors, Heads of Jurisdiction, Head of RSU and PJJ
• Maintain an accurate record of correspondence to and from the PJJ and advise on actions or issues, including recommendations, as necessary or appropriate
• Carry out tasks on behalf of the PJJ and FDLJ. This will include communicating decisions or requesting information from the judiciary or administrators of the Circuit
• Ensure that all PJJ  meet their statutory and partnership obligations
• Actively promote a partnership working relationship between HMCTS and the PJJ/FDLJ
• Provide confidential support to the PJJ and FDLJ  in the management of judicial pastoral matters
• Provide support to the Head of Judicial Liaison, including assisting with deployment, appointments, bidding, retirements, authorisations, HR issues etc
• Ensuring lean principles and working practices are embedded across all administrative processes, ensuring the team applies efficient working practices to manage an increasing workload and expanding responsibilities

• Booking of fee paid judiciary across the Region.
• Maintenance of the national protocol for the harassment of judges.
• The organisation of DDJ training days Judicial Conferences.
• The location and management of high security cases, if necessary, in consultation with Cluster Manager
• The management of High Court itineraries and deployment in conjunction with High Court Listing Officers on Circuit
• Judicial resource deployment to meet workload needs
• monitoring and management of the sitting day allocation
• effective communication with the Cluster Managers in relation to sitting days and judicial resources 

Managing casework         

• Collation of data for judicial bids, forecasting and annual reports
• Co-ordinate, organise and provide briefings for the Delivery Director, PJJ and the FDLJ for meetings relating to judicial business including meetings with individual members of the judiciary and other agencies as appropriate or required
• Ensure the efficient deployment of High Court Judges on the Circuit, including submissions for term and case specific bids and the itineraries of the PJJ

Analysis

• Analysis of data for bids and forecasts to ensure best use of resource
• Complete monthly DJ returns and deal with complex itinerary changes
• Oversee processing of judicial T&S claims
• Providing briefing and advice for the PJJ and FDLJ on all issues relating to their statutory responsibilities
• Ensure CJ and DJ lost days are accurately recorded and monitored. Assist with the annual lost days forecasting exercise.
• Ensure effective links with the Regional Head of Finance in relation to judicial budget profiling to ensure early identification of issues in relation to sitting day plans 

Communicating with the public, the judiciary, other court users and representatives of other agencies and organisations       

• Contact will be wide and varied but will likely include:
• Members of court staff and senior management
• Members of the judiciary, including senior judges (i.e. Presiding Judges) on a continual daily basis
• Contacts across MoJ, Judicial Appointments Commission, Judicial Office

Representation

• Expected to represent the Head of Judicial Liaison at several meetings, to be determined

Team leadership    

• Line management of EO members of staff is likely for each post-holder

Specialisms

• Knowledge of the working of the court system is essential
• A working knowledge of the judicial system would be advantageous

Accountability        

• Reporting to the Regional Head of Judicial Secretariat

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.

Location of Post

Based at Third Floor | First Avenue House | 42-49 High Holborn | London | WC1V 6NP. Some travel around the Regions for visits / meeting attendance will be required.