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Finance

Operational Finance Access Expense Manager – 52183
£30,451 – £38,373
National

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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

Her Majesty’s Court and Tribunals Service is an agency of the 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 centres and some limited services via the internet.

The Judicial Pay and Pensions team is part of the Finance Governance & Performance Directorate. The team administers the judicial payrolls, ensuring that judicial office holders are remunerated at the correct rates, be they salaried, fee-paid or non-legal office holders in the Courts and Tribunals. The Finance Support Centre, based at Temple Quay Bristol, manages the fee-paid payrolls. The Access Expense database holds fee and expense information and generates the fee-paid payrolls.

There are high expectations of all staff regardless of the job they do and high performance is expected from everybody. The organisation is continuously adopting new or better ways of working to ensure that it focuses on just that which is essential.Band C (HEO) staff will need to display a commitment to four key principles: Continuous change, LEAN principles, managing uncertainty and improving performance. All those appointed to new roles in HMCTS must be wholeheartedly committed to these principles and evidence this in their application.

Overview

As a business unit, HMCTS Finance Support Centre is embarking on a period of significant change.  Strong leadership is a critical element in this being successful.  As a manager within HMCTS the jobholder must provide clear direction and focus, visibly championing the changes which deliver greater efficiencies. HMCTS Executive team expects all Managers to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

This Operational Finance role is part of the Finance Profession.

The key purpose of the role is to:

Support the Operational Finance Manager by being responsible for managing the Access Expense payrolls, database and related processes, and by providing project support in development work.

Line manage the Database Officers who maintain the Access Expense database and run the payrolls.

Key responsibilities

Operations

·         Ensure that payroll and other team targets are met and resources are managed to deliver highly effective performance.

·         Ensure safeguards are in place around processing sensitive data and documentation.

·         Ensure that the integrity of the Access Expense database is maintained, including user records, payment and pension data.

·         Maintain effective working relationships with the judiciary, supporting agencies, voluntary and user groups. Work with agencies to improve the level of service offered to users.

·         Provide direction and close support to local managers, setting local priorities which are consistent with the business plan

·         Identify process improvements, understanding and managing associated risks; building on team strengths to deliver business outcomes.

·         Lead Staff Forums as part of employee engagement activities to effect good working relationships with staff and to improve service delivery and staff morale / motivation

·         Ensure that Governance, risk management registers and contingency plans are in place and updated annually/monthly.

·         Ensuring compliance with HMCTS values, policies and procedures (including diversity, attendance and discipline, HMCTS Assurance Programme).

·         Ensure that local training needs are identified, assessed and training is delivered.

·         Perform Responsible Officer duties. This may include any of the following activities:

·         Identify and implement solutions to local problems

·         Ensuring IT/Workstation compliance at all times

·         Ensure compliance with health and safety requirements

·         Ensuring Risk Assessments take place at appropriate times

·         Maintenance of an up to date Asset Register

·         Ensure any issues regarding level of service for Estates Facilities Management are escalated to MoJ Estates

·         Constructively manage complaints within set timescales, and ensure corrective action taken where necessary.

·         Apply LEAN principles, tools and techniques to working practices to improve efficiency of operations.

Project Support

·           Manage the end-to-end procedures relating to all aspects of the project life-cycle.

·           Monitor the delivery of work streams against plans, chasing and challenging progress as appropriate.

·           Manage schedule and resource dependencies and conflict between initiatives.

·           Assess and evaluate information received from project(s) from the range of reporting sources.

·           Assist the Project Manager(s) with drafting documentation, reports and preparing procedure and guidance documentation.

·           Work with the Project Manager(s) to support risks and issues management.

·           Identify and resolve problems, referring more complex issues upwards.

·           Assist with the support and maintenance of “best practice” in Project processes.

Analysis

·           Draft documentation including; briefings, communications, guidance and policy documents, often to short deadlines

·           Analysing Management information and preparing reports for dissemination.

·           Undertake research on operational matters on behalf of the Operational Finance Manager, providing them with the information needed to decide a course of action

·           Provide ad hoc analysis and reports for senior management.

Communicating with the public, the judiciary, other court & tribunals users and representatives of other agencies and organisations

·           Maintain effective liaison with judiciary, MOJ Policy, user groups and representative organisations.

·           Think beyond own area of responsibility, considering wider policy and organisational implications of issues.

·           Develop local communication plans which meet the needs of the target audience.

·           Draft and maintain training material and guidance for the judiciary and other Access Expense users.

·           Support the Project Manager(s) to ensure effective project communications plans are developed and delivered.

Team leadership

·           Provide operational leadership to managers and staff and role model engaging behaviours.

·           Provide coaching to support and develop staff, guiding them through a substantial and significant change.

·           Ensure you and your managers support the ongoing use of TIB’s and SOP’s and empower and develop staff to achieve the highest performance standards.

·           Ensure the application of MoJ HR policies and procedures.

Financial Authority

·           Ensure all expenditure commitments and all payments are properly authorised, controlled and monitored in accordance with relevant programme and departmental procedures.

·           Approve or recommend expenditure within delegated financial parameters.

Representation

·           Representing the business unit at meetings with service providers, MOJ, senior management, working groups and other fora as required.

Specialisms

·           To have a comprehensive knowledge of functions undertaken within the business unit, to support the development and review of policies and procedures.

·           To have a comprehensive knowledge of the Access Expense and Dimensions applications, including payroll, issues resolution and reconciliation processes.

Accountability

·           Reporting to the Operational Finance Manager.

Skills and Experience

The ideal candidate will have experience of payroll processes and of handling sensitive data. They will be confident working with Excel and have good drafting skills.

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.

Location of Post

This post is suitable for remote working and can be based at any HMCTS location.

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed 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.