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Administration / Corporate Support

Administrative Officer – 50525
£20,965 – £21,488
Edinburgh

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Background

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.

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 seek to improve, within a framework of systems and processes (SOPS). Problem solving is carried out by reference to CI 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.

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

·       Preparing papers and 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 civil and family courts, tribunals and hearings, 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, including the use of chip and pin

·      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, L+D Co-ordinator, H+S roles

Processing casework

·       Including standard documentation and information, court orders, claims, fines and fees, legal aid

·       Resulting courts accurately, interpreting accurately the information required 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 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.

·      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 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.

Skills & Qualifications

5 GCSE passes (or equivalent) grades A*-C, or NVQ Business Administration level II or Administrative experience.  Relevant computer skills to undertake the level of work required.

Key Civil Service Behaviours

You will be required to provide evidence of the following key behaviours at Level 1.

Effective Behaviour

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.

Leadership

·       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.

Working Together

·       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

Salary

£20,965 - £21,488

Additional Information

Working Arrangements & Further Information

For nationally advertised campaigns, candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.

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.

Benefits

The MoJ offers a range of benefits:

Annual Leave

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.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

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.

Support

  • 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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on UKor Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.