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Administration / Corporate Support

Usher / Administrative Assistant – Shrewsbury Crown Court – 62875
£19,932
Shrewsbury

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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 and key purpose of the role

This is a role which balances both Usher and clerical duties equally allowing you to work where needed, being an essential first point of contact for all the court users involved in hearings as an Usher whilst providing excellent general administrative support to the various teams within HMCTS.  There will be regular contact with the judiciary, assisting the administrative staff with the smooth flow of court work. You will meet members of the public and their legal representatives; prepare court /hearing rooms, and complete documentation, as well as ensuring the court runs smoothly and efficiently. 

Although many of the tasks are straightforward, regulated by well-established guidelines and/or detailed instructions, you will need to be prepared to react quickly and professionally to situations, some of which may be unexpected. You will be comfortable in dealing sensitively and professionally with people from all walks of life; many of whom may be vulnerable and under stress. Advice and support is readily available and there is little discretion to depart from standard procedures, which may well require you to take a firm stance when those procedures are not understood or welcomed by a court user.  You will work within a team with regular management support.

Whilst initially you will be allocated to a specific court or office base, there will be a need for flexibility to work on an ad hoc basis at other courthouses and local HMCTS offices.

Key responsibilities may include:

Administration

·        Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers

·        Providing support to colleagues & judiciary outside of court / hearing times 

·        Operating recording equipment and maintaining records of recordings of hearings

·        Creating, updating, distributing and tracking files, bundles, documents, tapes;

·        Creating and/or maintaining databases, lists, manuals; completing documents including standard letters, forms, applications, orders, records, registers, statistics etc. with clearly defined information using electronic and paper systems.

·        Maintaining the Court Library (including e-transcripts and books)

·        Sorting and delivering lists of hearings for internal and external notice boards

·        Sort and deliver lists of hearings for internal & external notice boards

Correspondence

·        Copy/audio typing, completing standard letters, forms, registers, etc. where the information is clearly defined.

·        Straightforward drafting such as acknowledgements and receipting, confirmations, court orders, warrants etc.

·        Amending standard instructions, manuals and directories, circulating and distributing documents, journals etc.

Post Handling

·        Opening, sorting, distributing and dispatching post

·        Collecting and delivering post from appropriate offices

Monitoring Stock

·        Including stationery and other supplies against requirements and inventories, establishing requirements, completing order forms, stock distribution

·        Ensuring Court rooms are supplied against requirements for relevant forms and stationary

·        Collecting and delivering stationary around the offices

Data Entry and recording

·        Resulting, checking accuracy and completeness against guidelines or a proforma,

·        Straightforward money handling e.g. issuing jury payments, spending petty cash under instruction.

Operating equipment

·        Office and court equipment e.g. computers, fax machines, scanners, photocopiers, switchboards, franking machines, messaging equipment, tape, and video recorders etc.

Handling telephone calls

·        Answering standard enquiries and passing messages to others.

Arranging meetings

·        Preparing rooms for hearings, tribunals, trials, meetings andclearing the court / hearing room down at the end of the day etc.

·        Using electronic diaries, booking rooms and accommodation, making travel arrangements.

Reception of parties to court

·        Including members of the public, judiciary, juries, solicitors and barristers, the police, representatives of external Agencies etc.

·        Providing information related to proceedings, escorting court users into and from the building, swearing oaths etc.

·        Calling people into court / hearing rooms in priority order, discussing with Court Clerks and Legal Advisers and liaising with the Witness Service as necessary

·        Answering face to face enquiries

·        Keeping parties informed of changes e.g., of courtrooms and hearing times

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.

Desired Skills

Experience of working with the public in a busy public service environment.    Ability to use a computer at the level required for the work.

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…

Communicating & 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.

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.

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

£19,932

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.