Ministry of Justice

Job Title: Listing Officer

About us

Are you interested in developing a career with a real purpose? We are looking for individuals who are committed to public service and to make a difference in people’s lives to deliver justice.  If this sounds like you, please apply. 

HM Courts and Tribunals Service (HMCTS) is responsible for the administration of criminal, civil and family courts and tribunals in England and Wales. Joining us is a chance to play a pivotal role in the smooth running of our courts, which give people and businesses access to potentially life-changing justice. Not only will your work be of crucial importance for those who use our services, you’ll be able to build a varied, challenging and rewarding career.

Background

The Family Listing Officer is responsible for ensuring that all relevant cases are inserted into the court diary and work is allocated to ensure effective time is made of both the Judiciary and court rooms available. Strict targets are to be met in respect of the listing of specialist cases such as Child Abduction, Courts of Protection and Wardship. To monitor Public Law cases from issue to final hearing to ensure targets are met and if not to ensure that reasons are given. Liaising with several different bodies such as Judiciary, barrister’s chambers, solicitors and other courts and staff.

Key Responsibilities

Listing

• To ensure effective allocation of hearing dates to meet required targets and user requirements, including e.g. other agencies, Prison service and Cafcass
• Liaise regularly with Judges to discuss their listings, providing judicial support, and best practice. Giving guidance on processes for urgent applications
• Check Itinerary and availability fully such as allocated weeks and Circuit slots.
• Prepare daily lists to ensure effective use of judicial time and parties advised if cases unassigned (if appropriate).
• Publish Daily Cause List on CATH and update as required making sure Judges are listed with correct details and cases are noted correctly such as Not open to the media, and Pronouncements. Provide relevant copies of lists ensuring confidentiality maintained and clear daily lists are published in the court

Public Law Case Progression

• Ensure that public law cases are managed in accordance with the public law Outline.
• Cases progressed to achieve the earliest possible resolution. Cases allocated on a reasonable basis, to FDLJ or nominated Judge.
• 1st appointment/directions listed to The President or relevant Lead Judges, if required or in consulting with the FDLJ for the area
• Work closely with Judiciary to resolve problems or take remedial steps to ensure compliance with orders. Identify any problems with listed dates as soon as possible and bring to judge attention
• Work closely with family agencies i.e. Cafcass legal and case workers to assist in ensure readiness for hearing. Monitor service of documents as in orders.
• Input and maintain data on FamilyMan, ListAssist and maintain the excel spreadsheet for gate keeping, monitoring and adjournment analysis, with responsibility for requesting the appropriate fees and chasing up full payments in accordance with the rules.

Statistics

• Compile and input correctly Daily Stats – judicial, in conjunction with Head of Division and HCJ clerks, checking that codes are properly recorded
• Record and monitor daily Disposal statistics from the Associates and ICOs, ensuring complete record maintained. Chase up missing data
• Input disposals daily onto ListAssist.
• Record and input weekly OPT data in a timely manner, checking accuracy of data with colleagues.
• Provide statistical data for the management team and judiciary when requested such as current public law state of cases or ListAssist statistics

Customer Service/DCO

• To provide a helpful and polite service to all our customers at the public counter and on the telephone. To provide a prompt and professional written response to our customers.
• To deal with customers complaints quickly and properly. Try to deal with complaints at the start, either by phone or by post
• To provide support and guidance to Judges clerks and judiciary, in practice and suggest best course of action to help them
• To process video and telephone link requirements ensuring proper use and availability before confirming hearings. Make sure listing diary List Assists is updated immediately
• To provide written and verbal advice to queries from staff and HMCTS users and refer to other areas if suitable, to resolve. Keep customers informed of the process

Correspondence

• To process daily correspondence received within the office to a high quality and output.
• To log all court documents received on FamilyMan, file movement and box work.
• Urgent box work identified and clearly marked, with clear explanation of judicial requirements. Statistics kept of box work and orders following judge decisions
• Respond to customers with Judges comments or approval on return and process applications accordingly.

 Additional Duties

• Contribute to the delivery of operational, performance and service standard targets. Keep records of statistics and record court results promptly to achieve Delivery manager and Senior manager timescales.
• Deal with any local accommodation issues which arise by reporting them to the correct officer and report any risks to the correct officer if unable to resolve locally.
• Ensure that risk management standards are applied by yourself and all staff in your team. Consider risk assessment before acting on court user requests for reasonable adjustments.
• Processing customer complaints in a timely manner. Referring those of a complex nature to Senior managers. Provide a chronology of events if required for responding to complaints.

Team Leadership:

Deputise for the Senior Listing Officer when required ensuring team members are organised and performance is managed appropriately. Manage Admin office staff, making sure customer service is kept and workload managed.

Calculations and Analysis:

Identifying any local issues/problems and identifying solutions if within my power and if not then passing any problems to the correct person.

Communication:

Liaising with Judiciary, user groups and organisations such as Barristers clerks’ association, FLBA, CAFCASS and the Official Solicitor on a regular basis. Liaising with other courts such a s Court of protection, PRFD and local county courts regarding cases, files and transfer of cases. Think beyond own area of responsibility and liaise with other areas to ensure most efficient use of judicial time.

Representations:

Being available to both Judiciary and court users to help when required on a practical level and offering guidance on procedure and practices. Act as Disability Contact Officer for the court and provide reasonable adjustments when needed in court or the office, or offer the best solution

Accountability:

Reporting to the Senior Listing Officer and the Operations Manager.

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by the line management which are commensurate with the end level or responsibility of this post.

Further details

Standard full time working hours are 37 hours per week. HMCTS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs and are agreed prior to appointment. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy