Admin Officer X8
East London Tribunal
Duration: 12 months
Pay rate: £14.75 per hour
Overview
Background and purpose: 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). 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. The role involves using continuous improvement tools and techniques within a framework of systems and processes (SOPS). Complex issues are normally referred to a team leader or supervisor. The post holder will be allocated to a specific office base but may be required to work at other local HMCTS offices on an ad hoc basis. The post holder will work as part of a flexible team and undertake a range of the defined functions and responsibilities.
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 systems; data input; post opening and dispatch; booking, preparing and organising meeting rooms; supporting training courses and other group activities; preparing meeting agendas, joining instructions and handouts.
* Drafting: Preparing 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 and materials are available and 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 (including use of chip and pin); handling counter and telephone enquiries; contributing to TIB (Team Information Board) meetings; supporting problem solving, and contributing to small projects; undertaking ad hoc roles within the band such as Jury Bailiff Officer, L+D Co-ordinator, H+S roles.
* Processing casework: Handling standard documentation and information, court orders, claims, fines and fees, legal aid; accurately resulting courts and interpreting information required on a court file; working to workload targets for throughput and accuracy.
* Checking and verifying: Checking documents, records, accounts, claims and returns against criteria, regulations or procedures; ensuring compliance and quality of administration documentation; cross-checking and validating work of colleagues if required.
* Collecting and assembling information: For returns, results, accounts, statements, warrants, statistical analysis and reports; interpreting source materials, preparing bundles, chasing; modifying and adjusting information to complete work; preparing for and running the daily TIB meeting as required.
* Undertaking calculations: Producing basic statistical analyses and, where required, processing financial information; checking the work of others; updating records; reconciling accounts; preparing invoices and straightforward reports; managing small spend on behalf of an office/unit; estimating juror numbers and managing to be efficient.
* Communicating with the public, the judiciary, other court and tribunal users and representatives of other agencies and organisations: Providing helpful, prompt, polite, right-first-time service to internal and external customers; delivering excellent customer service; liaising with the Judiciary, Magistracy, Cluster Managers, Court staff, and other stakeholders as required.
Other duties
The post holder is required to work flexibly 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
* 5 GCSE passes (or equivalent) grades A*-C, or NVQ Business Administration level II or administrative experience.
* Relevant computer skills to undertake the level of work required.
Operational Delivery in HMCTS
This role is part of the Operational Delivery Profession. Operational delivery professionals provide essential services to the public in various roles across departments and agencies in the UK. Roles include face-to-face court usher, contact centre advisers, and processing roles in HMCTS. Being part of this profession means access to professional standards, skills development and qualifications to support development and performance.
Brook Street is proud to support the Armed Forces Covenant and guarantees to interview all candidates who are veterans or spouses/partners of military personnel, meeting essential criteria for the vacancy. As a Disability Confident Leader and Gold Award holder from the Defence Employer Recognition Scheme, Brook Street will offer guaranteed interviews with a PSR Sourcer for eligible candidates. If you identify as a candidate with a disability or as a veteran/spouse/partner of military personnel and meet essential criteria, please reach out via the Brook Street website to register your interest and state the role you are interested in. We are committed to engaging with you. In cases of high volumes of ex-military candidates/military spouses/partners, Brook Street will interview the best candidates from within that group.
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