87151 - Administrative Officer
| Posting date: | 14 May 2024 |
|---|---|
| Salary: | £27,000 per year |
| Hours: | Full time |
| Closing date: | 29 May 2024 |
| Location: | TW14 0LS |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Ministry of Justice |
| Job type: | Contract |
| Job reference: | 87151 |
Summary
HM Courts & Tribunals Service
Directorate: London Region
Job Title: Administrative Officer
Number of Vacancies: 20
Locations: Tribunals offices at:
Field House, 15-25 Breams Building, EC4A 1DZ
Hatton Cross, 2-3 Dukes Green Avenue, TW14 0LS
Please select your preferred work location from the list offered. 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 or regular basis at other local HMCTS sites / courts. Where applicable, associated travel cost / time will be applied in line with organisational policies.
Pay Span or equivalent grade: Administrative Officer (AO)
Duration: until 31st March 2025
Salary: London (within M25): £27,000
These positions are available for external applicants as well as existing civil servants on level transfer or promotion.
New recruits to the Civil Service joining MoJ are expected to join at the band minimum. For existing civil servants, where an employee accepts an FTC on promotion, this promotion will be temporary, and the employee will revert to their substantive grade upon return to their home business area. Secondments and loans will be considered on an individual basis.
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
Key Purpose:
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). Problem solving is carried out by reference to lean techniques (e.g. problem-solving hubs) and comprehensive guidelines and instructions - complex or difficult issues are normally referred to or will involve a team leader or supervisor. In some positions, role holders will have regular contact with court / tribunal users, including members of the Judiciary and the legal profession. Administrative Officers work within a team with regular management support and are responsible for their own time, although there may be some opportunity to provide advice and carry out limited supervision of others.
Working as part of a flexible team, the postholder 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.
Essential Skills & Criteria:
Strong customer focus and service skills
Experience of working in an administrative role in a customer focussed environment
Proficient with IT and Microsoft Software packages
Excellent communication and organisational skills
Key Responsibilities:
Administration
Preparing papers and files for court, tribunals, hearings and meetings
Producing court/tribunal documents
General photocopying and filing
Creating and updating records on in-house computer system and data input
Post opening and dispatch
Booking, preparing and organising meeting rooms, supporting training courses and other group activities
Preparing meeting agenda, joining instructions, handouts etc
Drafting
Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions
Operations
Clerking civil and family courts, tribunals and hearings, ensuring papers & materials are available / up to date
Assisting court users, supporting listing and rota management, checking files
Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc, including the use of chip and pin
Handling counter (face to face), written and telephone enquiries
To work as a team to ensure TIB (Team Information Board) meetings are relevant, timely and productive
To work as a team to problem solve, to assess the impact of new SOPS, to contribute to small projects
To undertake ad hoc roles within the band such as Jury Bailiff Officer, L+D Co-ordinator, H+S roles
Processing Casework
Including standard documentation and information, court orders, claims, fines and fees, legal aid
Resulting courts accurately, interpreting accurately the information required on a court file
To work to workload targets in terms of throughput and accuracy
Checking and Verifying
Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures
Ensuring compliance and administration documentation meet quality standards
Role holders may be required to cross check and validate work completed by colleagues
Collecting and Assembling Information
For returns, results, accounts, statements, warrants, statistical analysis, reports etc
Work may require interpretation of source materials, preparation of bundles, chasing
Modify and adjust information and make decisions to allow work to be completed
Collect / assemble information to prepare for and run the daily TIB meeting, as required
Directorate: London Region
Job Title: Administrative Officer
Number of Vacancies: 20
Locations: Tribunals offices at:
Field House, 15-25 Breams Building, EC4A 1DZ
Hatton Cross, 2-3 Dukes Green Avenue, TW14 0LS
Please select your preferred work location from the list offered. 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 or regular basis at other local HMCTS sites / courts. Where applicable, associated travel cost / time will be applied in line with organisational policies.
Pay Span or equivalent grade: Administrative Officer (AO)
Duration: until 31st March 2025
Salary: London (within M25): £27,000
These positions are available for external applicants as well as existing civil servants on level transfer or promotion.
New recruits to the Civil Service joining MoJ are expected to join at the band minimum. For existing civil servants, where an employee accepts an FTC on promotion, this promotion will be temporary, and the employee will revert to their substantive grade upon return to their home business area. Secondments and loans will be considered on an individual basis.
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
Key Purpose:
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). Problem solving is carried out by reference to lean techniques (e.g. problem-solving hubs) and comprehensive guidelines and instructions - complex or difficult issues are normally referred to or will involve a team leader or supervisor. In some positions, role holders will have regular contact with court / tribunal users, including members of the Judiciary and the legal profession. Administrative Officers work within a team with regular management support and are responsible for their own time, although there may be some opportunity to provide advice and carry out limited supervision of others.
Working as part of a flexible team, the postholder 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.
Essential Skills & Criteria:
Strong customer focus and service skills
Experience of working in an administrative role in a customer focussed environment
Proficient with IT and Microsoft Software packages
Excellent communication and organisational skills
Key Responsibilities:
Administration
Preparing papers and files for court, tribunals, hearings and meetings
Producing court/tribunal documents
General photocopying and filing
Creating and updating records on in-house computer system and data input
Post opening and dispatch
Booking, preparing and organising meeting rooms, supporting training courses and other group activities
Preparing meeting agenda, joining instructions, handouts etc
Drafting
Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions
Operations
Clerking civil and family courts, tribunals and hearings, ensuring papers & materials are available / up to date
Assisting court users, supporting listing and rota management, checking files
Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc, including the use of chip and pin
Handling counter (face to face), written and telephone enquiries
To work as a team to ensure TIB (Team Information Board) meetings are relevant, timely and productive
To work as a team to problem solve, to assess the impact of new SOPS, to contribute to small projects
To undertake ad hoc roles within the band such as Jury Bailiff Officer, L+D Co-ordinator, H+S roles
Processing Casework
Including standard documentation and information, court orders, claims, fines and fees, legal aid
Resulting courts accurately, interpreting accurately the information required on a court file
To work to workload targets in terms of throughput and accuracy
Checking and Verifying
Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures
Ensuring compliance and administration documentation meet quality standards
Role holders may be required to cross check and validate work completed by colleagues
Collecting and Assembling Information
For returns, results, accounts, statements, warrants, statistical analysis, reports etc
Work may require interpretation of source materials, preparation of bundles, chasing
Modify and adjust information and make decisions to allow work to be completed
Collect / assemble information to prepare for and run the daily TIB meeting, as required