HM Courts and Tribunals Service
Job Title: Deputy List Officer
Pay Span or equivalent: EO
Background
HM Courts & Tribunals Service (HMCTS) is an agency of the Ministry of Justice. We provide support for the legal system across England and Wales, along with 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. It protects some of the most vulnerable people in our communities, from families in crisis to claimants and commercial businesses. We have a responsibility to deliver a Justice system that is accessible to everyone and operates efficiently.
The Deputy List Officer role offers an exciting and unique opportunity to work with the judiciary and ensure high-level support is provided to ensure we are maximising courtroom efficiency. We are looking for highly motivated, professional and confident staff with excellent communication skills that want to join us on this challenge to ensure delivery of our world leading justice system continues to serve and meet the publics needs and expectations. We need resilient, resourceful and adaptable people to support us on this journey.
These operational roles require 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.
Key Purpose
To support the scheduling and listing of hearings in liaison with the Resident Judge, judiciary, Listing Officer and Case Progression Officer, to ensure efficient use of courtrooms and court staff and to ensure that all ancillary duties are carried out effectively.
Please note, whilst the post holder will be allocated to a specific office base, there may be a need for flexibility to work at other local HMCTS sites or courts subject to business needs.
Be responsible for the efficient use of courtrooms and court staff through the effective listing and control of court business.
To assist in the delivery of performance against targets.
Make practical use of Lean TIBs, SOPs and other continuous improvement tools.
Key Responsibilities
Operations:
To manage the deployment of listing resources and work to achieve the most effective/efficient use of resources, by setting team priorities and objectives so that performance targets are met.
To maintain the court diary system, controlling and co-ordinating the allocation of work to courtrooms to secure optimum use of resources while minimising delay and wasted time.
To work with other court teams to ensure that judicial resources are available to meet scheduled hearing dates.
To work with the judiciary, Justices’ Clerks and their assistants in dealing with case adjournments, remit cases and other listing matters.
To monitor and review listing practices so as to ensure the efficient and effective throughput of work.
To collect and collate relevant statistics including the annual return and produce regular reports for Managers.
Deal with listing correspondence and enquiries.
To take an active part in meetings across the Cluster and encourage effective channels of communication within the listing department and other areas of the Cluster.
To assist in the implementation of consistent administrative practices, procedures and standards, identifying and implementing solutions to team problems.
Set quality standards and regularly test them.
Monitor key performance areas, analyse performance trends and ensure appropriate action is taken to build on strong performance and address areas of weakness.
To conduct ongoing reviews of procedures and work practices and manage the implementation of new initiatives and legislation.
Monitor and proactively report on HMCTS assurance programme and contribute to ongoing development.
Deputise for the Delivery Manager as necessary.
Processing and Managing Casework:
Work with staff to ensure that casework is appropriately managed, providing information or advice where process deviations have occurred.
Calculations and Analysis:
Identify and implement solutions to local problems, referring more complex problems to a Delivery Manager.
Communication:
Ensure effective and timely liaison with the police, the CPS, other criminal justice agencies and solicitors to maintain a smooth flow of work through the courts, taking into account the reasonable needs of court users.
Maintain effective working relationships with the judiciary, supporting agencies and voluntary user groups.
Provide feedback to staff, judiciary and other stakeholders on performance measures and targets.
Work with agencies to improve the level of service offered to users.
Think beyond own area of responsibility, considering wider policy and organisational implications of issues.
Attend and contribute at meetings of relevant User Groups.
Specialisms:
To have a working knowledge of functions undertaken within the Cluster, to support the development and review of policies and procedures.
To provide specific functions as directed by line management in line with the SOP for providing that service.
Accountability:
Reporting to the List Officer Delivery Manager.
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.