Job Title: Administration Assistant

Grade: Administration Assistant (AA)

This is a general job description covering the likely scope of work of the post holder.

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

Good administrative staff with excellent customer service skills are vital to the effective operation of the Courts, Tribunals and other offices within HMCTS. Administration Assistants provide general admin support to the various teams within the court/tribunal/office or provide support to other functions within HMCTS.

Essential Skills & Criteria:

• Customer Service and administrative skills

• Proficient with IT and Microsoft Software packages

• Excellent communication and organisational skills

Key responsibilities:

Administration

• Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers.

• Creating, updating, distributing, and tracking files, bundles and documents.

• Creating and/or maintaining databases, lists, manuals; completing documents including standard letters, forms, applications, orders, records, registers, statistics etc with clearly defined information using electronic and paper systems.

• Maintaining the Court Library (including e-transcripts and books).

• Sorting and delivering lists of hearings for internal and external notice boards.

Correspondence

• Completing standard letters, forms, registers, etc where the information is clearly defined.

• Straightforward drafting such as acknowledgements and receipting, confirmations, court orders, warrants etc.

• Amending standard instructions, manuals, and directories, circulating, and distributing documents, journals etc.

Post Handling

• Opening, sorting, distributing and dispatching post.

• Collecting and delivering post from appropriate offices.

Monitoring Stock

• Including stationery and other supplies against requirements and inventories, establishing requirements, completing order forms, stock distribution.

• Collecting and distributing stationery around the offices.

Data Entry and recording

• Resulting, checking accuracy and completeness against guidelines or a proforma.

• Straightforward money handling e.g. spending petty cash under instruction.

Operating equipment

• Office and court equipment e.g. computers, scanners, photocopiers, franking machines, switchboards, messaging equipment, tape, and video recorders etc.

Handling telephone calls

• Answering standard enquiries and passing messages to others.

Arranging meetings

• Using electronic diaries, booking rooms and accommodation, making travel arrangements.

Reception of parties to court

• Preparing rooms for hearings, tribunals, trials, meetings etc.

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.