His Majesty’s Courts and Tribunals Service



Job Title: Legal Admin and Rota Support Admin Officer


Pay Span: AO


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 key purpose of the role


Under the direction of the Legal Admin Team Leaders, assist in supporting the six benches in the North West totalling approximately 2500 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 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 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.

Essential Skills & Criteria:



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.

Working as part of a flexible team, the postholder will be expected to undertake a range of the functions and responsibilities specified. It is not intended that each post will be responsible for the full range of duties.


Key responsibilities


Administration

  • 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 North West Region.

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

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

  • Attend meetings of magistrates and legal managers as required.

  • Prepare and distribute documentation for meetings, including agenda, supporting documentation, main points, and actions.

  • 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 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

  • 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 be required 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 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

  • 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.


Desired Skills


Experience of working in a busy office environment. Relevant computer skills to undertake the level of work required.