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JD
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Background and key purpose of the role
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.
Clerical Assistants provide general admin support to the various teams within the court/tribunal/office or provide support to other functions within HMCTS. Although many of the tasks are straightforward, regulated by well-established guidelines and/or detailed instructions, some initiative may be required. Advice is readily available and standard procedures are usually followed. Clerical Assistants work within a team with regular management support and are responsible for their own time.
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.
Key responsibilities may include:
Administration
* Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers
* 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
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
* Collecting and distributing 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, franking machines, switchboards, messaging equipment, tape and video recorders etc.
Handling telephone calls
* Answering standard enquiries and passing messages to others.
Arranging meetings
* Using electronic diaries, booking rooms and accommodation, making travel arrangements.
Reception of parties to court
* Preparing rooms for hearings, tribunals, trials, meetings etc.
* Providing Usher cover as necessary
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.
Skills & Qualifications
2 GCSE's at Grade C or above, or equivalent qualifications OR have experience of working with the public in a busy public service environment. Ability to use a computer at the level required for the work.
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.
Specialist skills not currently in-house and required on a temporary basis
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