HM Courts and Tribunals Service

Job Title: Administrative Officer London Legal Admin

Pay Span: AO London

Background

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. HMCTS embraces Lean principles and continuous improvement techniques to provide high standards of customer service.

The key purpose of the role

Under the direction of the Legal Admin Team Leaders, assist in supporting the nine benches in the London Region, totalling approximately 2000 magistrates, working as part of a flexible team. The postholder will be expected to undertake a range of the functions and responsibilities specified, the exact nature of role is to be determined as the regional legal admin structure is developed. It is not intended that each post will be responsible for the full range of duties.

Continuous improvement tools and techniques are used in HMCTS and so there will be opportunities to exercise discretion and initiative and continually seek to improve, within a framework of systems and processes (SOPS). Problem solving is carried out by reference to CI techniques (e.g. problem-solving hubs) and comprehensive guidelines and instructions - complex or difficult issues are normally referred to or will involve a team leader or supervisor. In some positions, role holders will have regular contact with court/tribunal users, including members of the Judiciary and the legal profession. 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.

Key responsibilities

Administration

Business Support & Assurance

• Assist with support to the Legal Team Managers in carrying out their functions in relation to Magistrates’ benches, panels and committees and Advisory Committees in the London Region.

• Assist with the preparation and organisation of training events for magistrates and legal staff as required.

• Assist with the preparation, compilation and maintenance of Magistrates’ sitting rotas.

• Assist with the handling and processing of Magistrates’ expenses claims.

• Attend meetings of magistrates and legal managers as required- This will include occasional meetings that fall outside of standard office hours.

• Prepare and distribute documentation for meetings, including agenda, supporting documentation and minutes.

• Sift and distribute mail and correspondence, drafting responses as directed.

• Undertake additional support and administrative related assignments as required.

Drafting

• Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions.

Operations

• Act as a point of contact for enquiries from magistrates and, partner agencies and court users.

• Act as point of contact and liaise with operational colleagues across the clerkship and wider region as required

• Prepare, produce and distribute correspondence, reports, papers, statistical returns and other documentation as required.

• Maintain and update records, information systems and databases; this will include data inputting, initiating queries and running reports.

Checking and verifying

• 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

• Collect and process data for the team to present reports for magistrates’ and legal managers’ meetings.

• Role holders will need to collect and assemble information to prepare for and run the daily TIB meeting, as required

Undertaking calculations

• Produce basic statistical analysis reports and where required, process financial information.

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

• Reporting to the Legal Admin Team Leader

• Communicate and work with the Judiciary, Magistracy, the Cluster Managers, Court staff, and other internal and external stakeholders, suppliers and customers to collect information, check facts, communicate or enforce judicial decisions, give advice on the completion of forms or court 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.

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 a court usher

• Contact Centre roles in HMCTS for example call centre advisers

• Processing roles in HMCTS for example Staff at the County Courts Money-Claims Centre and Courts and 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.