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Operational Delivery

Customer Service Advisor – 34679
£19,926 - £21,488
Birmingham

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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

Working Pattern: Flexible working, the position will require the person working between the hours of 9:00 – 17:00 on a rota basis.

Department: Case Management, Crime Applications Team

Reports to: Team Manager / Supervisor

Organisational context

The Case Management department is the delivery function of the Legal Aid Agency and our staff ensure that each year 600,000 new clients are able to access the justice they require, and that their providers are fairly remunerated for the delivery of the legal aid. With over 800 staff based across 11 sites we deliver services for those facing both criminal and civil legal problems.

The Criminal Applications Team are based in Birmingham, they process applications for legal aid, consider the financial means of the applicant and whether their case is appropriate for public funding. The Customer Services Team are an integral part of the Criminal Applications Team and take approximately 1400 calls a week in regard to criminal applications, criminal billing and complex matters.

Job summary

Role holders will be responsible for providing exceptional levels of customer service by answering incoming calls, dealing with queries and providing first time resolution. They will be expected to seek to continuously improve customer knowledge and internal processes to reduce failure demand.

Key Duties and responsibilities

–          Receive inbound calls from providers of legal aid, members of the public and other customers with regards to Legal Aid – establish a high-quality working relationship with a variety of customers and take personal ownership of problems, ensuring successful resolution

–          Provide customer advice and support over the telephone, by email or in written form. Moreover, be responsible for maintaining and improving customer satisfaction.

–          Work to reduce the number of incoming calls by educating providers regarding their submissions

–          Document all calls accurately using appropriate methods. Apply standards consistently in order to meet personal productivity and quality targets.

–          Communicate clearly and effectively with all callers

–          Work cooperatively and flexibly to ensure adequate staffing of customer service telephone lines at all times

–          Recognise and manage assertive customer calls, referring to a Senior Customer Services Advisor where necessary

–          Organise and prioritise own workload including length of call handling

–          Ensure colleagues working in all areas of the organisation are kept informed of feedback from customers, actively promoting continuous improvement                       

Person Specification        

Essential criteria

–          Strong communication skills both written and verbal dealing with both external and internal stakeholders

–          Excellent customer service skills including handling complex situations and dealing with uncertainty

–          Ability to interpret and apply guidance and regulations

–          Strong analytical and numerical skills

–          Ability to work with minimal supervision and as part of a team

Desirable criteria

–          Knowledge of Criminal Legal Aid

–          Previous experience of working in a telephony environment

Assessment approach

To apply please complete the online application form.

Candidates who successfully pass the sift will be invited to the next stage of the assessment process which will involve an interview to assess your strengths and the following behaviours:

–          Delivering at Pace

–          Making Effective Decisions

–          Managing a Quality Service

Our LAA commitment

The LAA is committed to diversity and inclusion and we positively promote flexible working, including job shares.

We will consider all applications on merit regardless of age, disability, gender identity, sexual orientation, socio-economic background, religion, ethnicity, preferred working pattern and except for exceptional circumstances your working location.

As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. Under the Equality Act 2010 a disability is defined as a physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities which has lasted, or is expected to last, at least 12 months.

If you are responding to a role within the Legal Aid Agency and would like to be considered under the guaranteed interview please ensure that you attach the Guaranteed Interview Form when you return your application. You can use the same form to let the recruiting manager know of any reasonable adjustments you may require during the sift or later selection processes.

Additional Information

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

Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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.