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Administration / Corporate Support

Building Champion Court Clerk Role at Newport Isle of Wight – 44723
£22,566 - £26,901
Newport (Isle of Wight)

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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

Her Majesty’s Courts and Tribunals Service (HMCTS) is an agency of the Ministry of Justice (MOJ) and provides the supporting administration for the Judiciary across England and Wales.  It delivers services to the public directly in court and tribunal buildings, remotely via business and service centres and digital services online.

HMCTS is embarking on a period of significant change and this includes creating high quality digital products and services, modernising the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims.

Making a real difference to people’s lives is such an integral part of working at HMCTS that we’ve built it into an agreement with everyone who works here. It’s called our people promise. Please click here to find out more.

 

Purpose of the role- Building Champion

The Building Champion role will work closely with and support the relationship between HMCTS Facilities Management (FM) and operational staff, to ensure that our court and tribunal buildings are looked after and maintained more effectively than ever before.

Due to the impacts of Covid 19, we are currently recruiting for full time building champions to support with the ongoing maintenance of buildings, as well as additional safety aspects required to keep our staff and users safe.

Duties will include:

  • Act as a single point of contact for HMCTS operational colleagues and Judiciary on matters relating to your building.
  • Monitor the effect of building problems on operational activity and provide insight into local operational priorities and issues to support FM decision making.
  • Keep colleagues and judiciary informed of relevant building-related activities and issues.
  • Attend regular meetings with FM colleagues and external FM service partners to inform performance evaluation.
  • Work with FM colleagues to minimise the impact to operations whilst works are in progress and keep staff and court users informed.
  • Engage with the local Facilities Manager and the FM helpdesk to support the delivery of required estate works.
  • Work with FM and Health and safety colleagues, to ensure that any additional measures for buildings as a result of Covid 19 are implemented, and issues escalated as required.
  • Reporting facilities related issues via phone to ENGIE and OCS Helpdesk (i.e. reporting leaking taps, lighting issues, air conditioning issues etc)
  • Liaising with Facilities Management with queries and for escalations on behalf of Operations.
  • Assisting their designated sites with building related matters (i.e. ensuring communications are relayed to sites, for example, ensuring posters are displayed)

Purpose of the role- Court Clerk

  • To manage the courtrooms to ensure that cases are dealt with promptly in liaison with judiciary, legal profession and staff and to ensure that all subsequent results are accurately & promptly recorded in line with targets. Also, to ensure that all ancillary duties are carried out effectively.

 

Skills/Knowledge required for Buildings Champion role 

  • Ability to organise your workload, and plan effectively
  • Strong stakeholder management and communication skills
  • Problem solving and decision-making skills
  • Ability to Multitask effectively
  • Strong resilience skills and able to work under pressure
  • Upload and chase outstanding jobs.
  • Complete Risk assessments
  • Responsible for aspects of Health and Safety work.

 

Skills/ knowledge required for Court Clerk role

  • To ensure that a comprehensive log is kept of representation orders and that a judge’s report is available at all sentence hearings.
  • To accurately prepare case summaries for Resident Judge.
  • To ensure that applications for representation orders are checked and approved upon authorisation of Judge.
  • To determine all claims for costs including re-determinations, Prior Authority and Wasted Costs and provide written reasons in accordance with the appropriate regulations and within targets.
  • To determine accurately witnesses’ expenses within target times and provide written reasons upon request when required in accordance with guidelines.
  • Process general correspondence within target and in particular procedural deadlines for any resulting amendments.
  • Ensure compliance with financial and operational risk management policies when determining and processing costs in accordance with department guidelines.
  • Undertake any allocated tasks as part of the role i.e. PA Role to Judiciary when required; arranging marshalling and swearing in of Justices
  • To ensure efficient through put of listed work in the allocated court room on a daily basis, giving appropriate support to judiciary and keeping the List Office and other agencies fully appraised of developments when necessary.
  • To meet with the Judge before sitting and to be available in Court as required.
  • To maintain full recording of hearings using the DARTS technology ensuring accurate audio allocation to correct cases.
  • To sit in court on a daily basis and ensure that cases called on time, all parties are in court at appropriate time. Correct phraseology used for arraignment, empanelling, taking verdicts
  • To maintain the court file including accurate recording of relevant matters and judicial decisions, accurate completion of Xhibit log and Crest Orders and all subsequent forms, orders and results exported onto the Portal within Target.
  • Carry out 100% HMCTS assurance programme compliance of all Resulting and ensure appropriate risks are identified and managed.
  • Ensure that appropriate codes of conduct are applied to the Courtroom and other areas of the Court premises whilst sitting and during adjournments and to actively intervene and encourage compliance.
  • To ensure that obligations under the Victim Code and the standards under the Witness Charter are complied with.
  • Ensure all court users are treated fairly and with respect and understand how their own performance impacts on that of the court and the confidence of users.
  • Ensure that appropriate files are passed to administration teams within agreed target times.
  • Lead a team of staff ensuring that its members are organised, and fully skilled to meet their work objectives. Effectively managing both team and individual performance, addressing any issues as they arise, in line with HR policy.
  • Ensure effective and timely liaison with Judiciary, Counsel, List Officer, Jury Officer, Ushers and Court users to maintain high levels of court performance.
  • Ensure Customer Standards are maintained and improved; complaints and dealt within target and in line with HMCTS Complaints Handling Policy and any feedback on lessons learnt is shared with staff.
  • Reporting to a Delivery Manager.

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.

 

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.

Additional Information

Making a real difference to people’s lives is such an integral part of working at HMCTS that we’ve built it into an agreement with everyone who works here. It’s called our people promise. Please click here to find out more

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.

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.

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 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.

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.

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 Moj-recruitment-vetting-enquiries@gov.sscl.com);

2-     To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

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.