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Administration / Corporate Support

Magistrates Expenses Team Administration Officer – 38924
£19,926 - £21,488
Manchester

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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

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. HMCTS embraces Lean principles and continuous improvement techniques to provide high standards of customer service

The key purpose of the role

The Magistrates Expenses Team (MET) is responsible for the administration of Magistrates expenses. The MET Administration Officer will play a key part in the day to day administration tasks that support the work of the team. The successful applicant will need to be conscientious and well organised, assertive and able to prioritise a busy workload.

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).

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 post holder 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

  • Validating and inputting expense account application forms received from courts/offices and Magistrates nationwide.
  • Monitoring dedicated mailboxes, responding to general enquiries and taking necessary action where appropriate, providing written and verbal advice in response to queries from staff and HMCTS users.
  • Maintenance of the Magistrates Expenses user database.
  • To assist with the maintenance and integrity of the Magistrates data held in the expenses system.
  • To maintain full and accurate records on the relevant Excel spreadsheets.
  • Provide confirmation to courts/offices and Magistrates of data changes to Magistrates information.
  • General photocopying and filing, as well as record management, file archiving and IT data storage.
  • Handling customer telephone enquiries, providing advice and redirecting calls where appropriate.
  • Daily post opening and dispatch.

Operations

  • Ensure governance and assurance procedures are strictly adhered to, including the secure receipt and transfer of personal data.
  • Implement efficient and consistent administrative practices, procedures and standards, identifying and implementing solutions to identified problems.
  • Proactively look for opportunities to improve processes and activities of the team.
  • Deliver a consistent and customer focussed service to relevant stakeholders, making impartial and well-considered judgments as and when required.
  • Provide administrative support to assessors during the completion of financial loss assessments.

Undertaking calculations

  • Produce basic statistical analysis reports and where required, process financial information.
  • Checking the work of others, updating records, information gathering and running straightforward reports.
  • Spending limited sums of money on behalf of an office or unit.

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.

Required skills, knowledge and abilities

  • Good decision-making skills
  • Adaptable and able to prioritise a busy workload
  • Good communication and influencing skills
  • Customer focused
  • Team player

Skills & Qualifications

  • 5 GCSE passes (or equivalent) grades A – C, including maths and English.
  • Demonstrable administrative experience / experience of a wide range of clerical/administrative tasks.
  • Relevant computer skills to undertake the level of work required.
  • Experience of working as part of a team is essential.
  • A basic working knowledge of Excel is desirable.

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, 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.

Starting Salary

The starting salary for this post is £19,246 per annum.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Sift/interview dates and location

Sift and Interview dates TBC. Applicants should monitor their personal Civil Service Jobs application dashboard regularly for updates.

Civil Service Code

The Civil Service Code, first published in 1996, sets out the core Civil Service values and the standards of behaviour expected of all civil servants in upholding these values. 

  • Integrity – putting the obligations of public service above personal interests.
  • Honesty – being truthful and open.
  • Objectivity – basing advice and decisions on rigorous analysis of the evidence.
  • Impartiality – acting solely according to the merits of the case and serving governments of different political parties equally well. 

To review the Civil Service Code visit: http://www.civilservice.gov.uk/about/values

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

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.