Administrative Officer

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., 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., 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


Undertaking Calculations

• Produce basic statistical analysis reports and where required, process financial information


• Checking the work of others, updating records, assessing the value of goods and/or property, reconciling accounts, preparing invoices, 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 /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.

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, If selected for interview, you will be tested against the following Success Profile Behaviours (Level 1):


• Communicating & Influencing


• Managing a Quality Service


• Delivering at Pace


Interviews will also test three Strengths.

Further information on Success Profile Behaviours and Strengths, as well as the required standards for this post (Level 1), can be found at:

https://www.gov.uk/government/publications/success-profiles

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

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

The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description., 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). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

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.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ's Flexible Working policy.,
• You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government


• You were studying abroad


• You were living overseas with parents


In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.
Success Profiles

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,
• 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, To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.


For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

These operational roles are customer facing, requiring successful applicants to be office based to provide HMCTS services to the public. Standard full time working hours are 37 hours per week. HMCTS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs and are agreed prior to appointment. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ's Flexible Working policy., 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 GOV.UK or 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

• To Shared Service Connected Ltd (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);


• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);


• To the Civil Service Commission (details available here)


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., Communicating and Influencing
Managing a Quality Service
Delivering at Pace
Strengths may also be assessed at interview but these are not shared in advance.
Any candidate who has been assessed as being appointable to the role they applied for may be offered a similar, lower grade role, if one is available. Furthermore, any candidate who has just missed meeting the criteria for a particular role, may be appointed to a similar role at a lower grade if such a role is available, and if they have been assessed as meeting the criteria for the lower grade role. These appointments will also be made in merit order.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.