23843 - PA to the Chamber President

Background

The Tribunals Service and Her Majesty’s Court Service were integrated into a single Agency, Her Majesty's Courts and Tribunals Service on 1st April 2011. Bringing these two organisations together has removed duplication in management functions and increased the efficiency of the administration, which has enabled HMCTS to reduce what it spends away from the front line substantially.

Consequently, there are high expectations of all staff regardless of the job they do and high performance is expected from everybody. The organisation is continuously adopting new or better ways of working to ensure that it focuses on just that which is essential.

Band D staff will need to display a commitment to four key principles: Continuous change, continuous improvement (CI) principles, managing uncertainty and improving performance. All those appointed to new roles in HMCTS must be wholeheartedly committed to these principles and evidence this in their application.

Overview

HMCTS is embarking on a period of significant change. Strong leadership is a critical element in this being successful. Jobholders who have responsibility for managing staff will be required to provide clear direction and focus, visibly championing the changes which deliver greater efficiencies. The HMCTS Delivery Directors expects managers in the organisation to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

Working within the Chamber Presidents’ Offices means that we have high expectations of all our staff whatever role they play. More widely as part of HMCTS our organisation is continuously adopting new or better ways of working to ensure that it focuses on that which is essential.

The key purpose of the role is to

• Facilitate the delivery of the functions of the Chamber President Office.
• Provide the necessary PA skills, administrative support and excellent customer service to all stakeholders, judiciary and management.
• Coordinate judicial training events, analysing costs and assessing the suitability of venues prior to booking them.
• Assist in the delivery of performance against targets, relating to the office of the Chamber President.

Key responsibilities

Operations

• Responsibility for running of the President’s Office, managing President’s correspondence, judicial diaries, meetings, judicial complaints, expenses, sittings, appointments and where necessary note taking, audio typing and draft correspondence/minutes.
• Responsibility for e-HR, eJudiciary, stationery orders, maintenance of the Library and judicial personnel files.
• Provide administrative support at judicial training events, assisting on the day as well as compiling training materials, analysing costs and assessing the suitability of venues prior to booking them. There may be a requirement for occasional overnight stays at judges’ training events.
• Coordinate the job shadowing and mentoring of judges at the President’s direction.
• Manage resources (including staff and facilities) to ensure excellent customer service to all stakeholders, judiciary and management.
• Manage judicial travel and accommodation using Redfern, assisting with travel and subsistence claims on SOP.
• Monitor and proactively report on HMCTS assurance programme and contribute to ongoing development.
• Apply CI principles, tools and techniques to working practices to improve efficiency of operations.

Processing and managing workload

• Work with staff across the Chamber Presidents’ Offices to ensure that workload is appropriately managed, providing advice where process deviations have occurred.

Communicating with the public, the judiciary, other court and tribunal users and representatives of other agencies and organisations

• Maintain effective working relationships with the judiciary, supporting agencies, voluntary and user groups. Working with agencies to improve the level of service offered to users.
• Provide feedback to staff, judiciary and other stakeholders on performance against targets.

Specialisms

• Have a working knowledge of functions undertaken within the President’s Office, to support the development and review of policies and procedures.
• Provide specific functions as directed by line management in line with the SOP for providing that service.

Accountability

• Reporting to the Chamber Presidents’ Office Manager.

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.

Key Civil Service Competencies

You will be required to provide evidence of the following key competencies at Level 2.

Changing and Improving

• Understand and apply technology to achieve efficient and effective business and personal results.
• Consider and suggest ideas for improvements, sharing this feedback with others in a constructive manner.
• Conduct regular reviews of what and who is required to make a project/activity successful and make on-going improvements.
• Put aside preconceptions and consider new ideas on their own merits.

Making Effective Decisions

• Demonstrate accountability and make unbiased decisions.
• Examine complex information and obtain further information to make accurate decisions.
• Speak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed.
• Explain clearly, verbally and in writing, how a decision has been reached.
• Provide advice and feedback to support others to make accurate decisions.

Leading and communicating

• Display enthusiasm around goals and activities – adopting a positive approach when interacting with others.
• Listen to, understand, respect and accept the value of different views, ideas and ways of working.
• Express ideas effectively, both orally and in writing, and with sensitivity and respect for others.
• Confidently handle challenging conversations or interviews.
• Confront and deal promptly with inappropriate language or behaviours, including bullying, harassment or discrimination.

Managing a Quality Service

• Explain clearly to customers what can be done.
• Work with team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business.
• Ensure that levels of service are maintained – flag up risks or concerns in order to meet customer requirements.
• Keep internal teams, customers and delivery partners fully informed of plans and possibilities.
• Promote adherence to relevant policies, procedures, regulations and legislation, including equality and diversity and health and safety

Delivering at Pace

• Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements.
• Be interested and positive about what they and the team are trying to achieve.
• Take ownership of problems in their own area of responsibility.
• Remain positive and focused on achieving outcomes despite setbacks
• Set and achieve challenging goals and monitor quality.

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.

Closing Date: 11th February 2019 at 23.55 hours

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference.