Job Title: Administrative Officer
Grade: AO
Overview
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 key purpose of the role
Administrative Officers are assigned to teams to carry out a variety of general administrative duties to progress cases through the court/tribunal system or provide support to other functions within HMCTS. Continuous improvement tools and techniques are used in HMCTS and so there will be opportunities to exercise discretion and initiative and continually look to improve within a framework of Standard Operating Procedures (SOPs). Problem solving is carried out by reference to lean 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.
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.
Essential Skills & Criteria:
Strong customer focus and service skills
Experience of working in an administrative role in a customer focussed environment
Proficient with IT and Microsoft Software packages
Excellent communication and organisational skills
Customer service and administrative skills
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
Preparing papers and/or digital files for court, tribunals, hearings and meetings.
Producing court/tribunal documents.
General photocopying and filing.
Creating and updating records on in-house computer system and data input.
Post opening and dispatch.
Booking, preparing and organising meeting rooms, supporting training courses and other group activities.
Preparing meeting agenda, joining instructions, handouts etc
Drafting
Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions.
Operations
Clerking on courts or tribunals, ensuring papers and materials are available and up to date.
Assisting court users, supporting listing and rota management, checking files.
Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc.
Handling counter (face to face), written and telephone enquiries.
To work as a team to ensure TIB (Team Information Board) meetings are relevant, timely and productive.
To work as a team to problem solve, to assess the impact of new SOPS, to contribute to small projects.
To undertake ad hoc roles within the band such as Jury Bailiff Officer, Learning and Development Co-ordinator, Health and safety roles.
Processing casework
Including standard documentation and information, court orders, claims, fines and fees
Resulting courts accurately, interpreting accurately the information needed on a court file
To work to workload targets in terms of throughput and accuracy.
Checking and verifying
Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures.
Ensuring compliance and administration documentation meet quality standards.
Role holders may have to cross check and validate work completed by colleagues.
Collecting and assembling information
For returns, results, accounts, statements, warrants, statistical analysis, reports etc.
Work may require interpretation of source materials, preparation of bundles, chasing.
Role holders will need to modify and adjust information and make decisions to allow work to be completed.
Role holders will need to collect and assemble information to prepare for and run the daily TIB meeting, as needed
Undertaking calculations
Produce basic statistical analysis reports and where needed, process financial information.
Checking the work of others, updating records, assessing the value of goods and/or property, reconciling accounts, preparing invoices, information gathering and running straightforward reports.
Spending limited sums of money on behalf of an office or unit.
Calculate the anticipated numbers of Jurors to be called and manage the numbers to be as efficient as possible
Communicating with the public, the judiciary, other court and tribunal users and representatives of other agencies and Organisations
Communicate effectively and work with all court staff, Judiciary and internal and external stakeholders.
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.