Administrative Assistants (Glasgow) – 44935
£17,209 - £17,777
We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity
Background and 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 Her Majesty’s Courts and Tribunals Service (HMCTS). Most of the staff within HMCTS are employed in administrative roles.
Clerical Assistants provide general admin support to the various teams within the court/tribunal/office or provide support to other functions within HMCTS. Although many of the tasks are straightforward, regulated by well-established guidelines and/or detailed instructions, some initiative may be required. Advice is readily available and standard procedures are usually followed. Clerical Assistants work within a team with regular management support and are responsible for their own time.
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 may include:
• Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers
• Creating, updating, distributing and tracking files, bundles, documents, tapes;
• 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
• Copy/audio typing, 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.
• Opening, sorting, distributing and dispatching post
• Collecting and delivering post from appropriate offices
• Including stationery and other supplies against requirements and inventories, establishing requirements, completing order forms, stock distribution
• Collecting and distributing stationary around the offices
Data Entry and recording
• Resulting, checking accuracy and completeness against guidelines or a proforma
• Straightforward money handling e.g. issuing jury payments, spending petty cash under instruction.
• Office and court equipment e.g. computers, fax machines, scanners, photocopiers, franking machines, switchboards, messaging equipment, tape and video recorders etc.
Handling telephone calls
• Answering standard enquiries and passing messages to others.
• Using electronic diaries, booking rooms and accommodation, making travel arrangements.
Reception of parties to court
• Preparing rooms for hearings, tribunals, trials, meetings etc.
• Providing Usher cover as necessary
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.
Skills & Qualifications
2 GCSE’s at Grade C or above, or equivalent qualifications OR have experience of working with the public in a busy public service environment. Ability to use a computer at the level required for the work.
Key Civil Service Behaviours
You will be required to provide evidence of the following key behaviours at Level 1.
People who are effective are likely to…
Seeing the Big Picture
• Understand what your responsibilities are and how these contribute to the priorities of your team.
• Consider the varied impact your work could have on individuals with different needs and from other backgrounds.
• Gather information from both inside and outside the organisation to inform your area of work.
Changing and Improving
• Review ways of working and suggest improvements, including how to make full use of new digital technologies.
• Learn new procedures and help colleagues to do the same.
• Query any issues that arise from changes in a suitable way.
• Respond in an effective and appropriate manner when emergencies arise.
Making Effective Decisions
• Use guidance, analyse relevant information and ask colleagues for input to support decision making.
• Identify and deal with any errors or gaps in information before making a decision.
• Consider the diverse needs of those affected by decisions and how it will impact them.
• Provide advice and feedback to support others in making accurate decisions.
• Ask others to clarify decisions when confused and query any issues that arise constructively.
• Show enthusiasm for your work and take personal accountability for your role.
• Demonstrate responsibility for your own objectives.
• Act in a fair, inclusive and respective way when dealing with others.
• Be considerate and understanding of other people’s points of view.
• Understand and support the objectives of the wider team.
• Demonstrate consideration of the wider consequences of own actions.
Communicating and Influencing
• Put forward your views in a clear, constructive and considerate manner.
• Use an appropriate method of communication for each person such as an email, telephone call or face-to-face, taking into consideration their individual needs.
• Use plain and simple language, being careful to check written work for errors.
• Consider the impact of language used on different groups of stakeholders.
• Remain honest and truthful when explaining opinions. Listen and ask questions to ensure your understanding.
• Proactively contribute to the work of the whole team and remain open to taking on new and different roles.
• Get to know your colleagues and build supportive relationships.
• Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary.
• Ask for help when needed and support others when the opportunity arises.
• Be aware of the need to consider your own wellbeing and that of your colleagues.
• Understand that bullying, harassment and discrimination are unacceptable.
Developing Self and Others
• Identify gaps in your skills and knowledge and make plans of how to develop these.
• Take time to achieve development objectives.
• Listen to and act on feedback from colleagues to find areas you can develop.
• Share knowledge and skills learnt with colleagues to contribute to the learning and development of the whole team.
Managing a Quality Service
• Gain a clear understanding of customers’ needs and expectations.
• Plan, organise and manage your own time to deliver a high quality service which gives taxpayers a good return for their money.
• Act to prevent problems by identifying issues, reporting them and providing solutions.
• Keep customers and all colleagues up to date with progress.
• Show customers where to access relevant information and support that will help them to use services more effectively.
Delivering at Pace
• Always work with focus and pace to get the job done on time and to a high standard.
• Follow the relevant policies, procedures and rules that apply to the job.
• Use own knowledge and expertise to organise work.
• Keep focused on delivery and take responsibility for the quality of work produced.
• Keep a consistent level of personal performance.
• Keep managers and stakeholders updated on how work is progressing.
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.
Working Arrangements & Further Information
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices.
The MoJ offers a range of benefits:
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits,retail vouchers and discounts on a range of goods and services.
- For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
1- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Mojemail@example.com);
2- To Ministry of Justice Resourcing (firstname.lastname@example.org);
3- To the Civil Service Commission (details available here)
The Civil Service embraces diversity and promotes equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.
Grading Structure Review
The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.
Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.