HM Courts and Tribunals Service

Job Title: Legal Admin Support Officer

Pay Span: AO

Background

Good administrative staff with excellent customer service skills are vital to the effective operation of the Courts, Tribunals and other offices within His Majesty’s 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

To provide administrative support to the magistracy across Wales. This will encompass:

Support to Advisory Recruitment Committees - including magistrates’ recruitment, facilitating on-line interviews via Teams and working with the on-line recruitment portal ‘Affinix’. The post holder will also process magistrate retirements/resignations etc, having need to use the Magistrates Rota and the Judicial HR portal.
Support to Justices’ Training Approvals, Authorisations & Appraisal Committees - including dealing with the receipt of appraisals and applications and providing administrative support to the committees across Wales.
General Bench Support - comprising of sending out communications to the magistracy across Wales and dealing with responses appropriately.
Magistrates Rota - to provide support to the wider teams in managing the day to day running of the magistrate’s rota across Wales.

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	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	Supporting magistracy and rota management 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
Processing casework	Including standard documentation and information supporting the end-to-end magistrates’ recruitment process, training cycle and Bench support. 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 be required to cross check and validate work completed by colleagues.
Collecting and assembling information	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	Checking the work of others, updating records, information gathering and running straight forward reports.
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.

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.