90731 - Case Progression Officer and Deputy List Officer (Combined Role)

HM Courts and Tribunals Service 

Directorate: London Region

Job Title: Case Progression Officer and Deputy List Officer (Combined Role)

Locations: Wood Green Crown Court

Duration: Permanent contract (Full Time working only)

Pay Span or equivalent: EO 

Background

HM Courts and Tribunals Service is an agency of the Ministry of Justice and provides the supporting administration for the judiciary across England and Wales. It presently delivers service to the public directly in court and tribunal buildings, remotely via business centres and through limited services via the internet. HMCTS’s ambition is to improve the services we deliver to the public directly in court and tribunal buildings, design new Courts & Tribunals Service Centres to deliver a national business and enhance our digital online services.

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. EO grade staff will need to display a commitment to four key principles: continuous change, LEAN 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.

This role offers an exciting and unique opportunity to work with the judiciary and ensure high-level support is provided to ensure we are maximising courtroom efficiency and reducing the National and Local Ineffective Trial Rate. We are looking for highly motivated, professional, and confident staff with excellent communication skills that want to join us on this challenge to ensure delivery of our world leading justice system continues to serve and meet the publics needs and expectations. We need resilient, resourceful, and adaptable people to support us on this journey. 

Key Purpose:

The role is advertised as full-time working hours only (37 hours per week, Monday - Friday). 

The Deputy List Officer supports the scheduling and listing of hearings in liaison with the Resident Judge, Judiciary, Listing Officer to ensure efficient use of courtrooms and court staff and to ensure that all ancillary duties are carried out effectively. The Case progression officer will monitor, compile, and analyse case progression and performance data as required and to prepare reports. Both roles will use data to review processes and structures to identify failure in systems, trends and propose new ways of working to effect change. Support Judiciary, Listings, Crown Court clerks in the implementation of their case management role.

Please note, whilst the post holder will be allocated to a specific office base, there may be a need for flexibility to work at other local HMCTS sites or courts subject to business needs.

•    Be responsible for the efficient use of courtrooms and court staff through the effective listing and control of court business.
•    Be responsible for the monitoring and progression of all criminal cases identified for case management from first appearance to disposal, ensuring Trials proceed to completed without delay.
•    Work with others to reduce and prevent ineffective and cracked trials both nationally and locally to meet national targets.
•    The Case Progression officer will monitor effective trial rates to ensure that Court Room Utilisation targets are met.
•    To assist in the delivery of performance against targets.
•    Make practical use of Lean TIBs, SOPs and other continuous improvement tools.

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; and
•    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.

Key Responsibilities

Operations:
•    To manage the deployment of listing resources and work to achieve the most effective/efficient use of resources, by setting team priorities and objectives so that performance targets are met.
•    To maintain the court diary system, controlling and co-ordinating the allocation of work to courtrooms to secure optimum use of resources while minimising delay and wasted time.
•    To work with other court teams to ensure that judicial resources are available to meet scheduled hearing dates.
•    To work with the judiciary, Justices’ Clerks and the administration team in dealing with case adjournments, remit cases and other listing matters.
•    To monitor and review listing practices so as to ensure the efficient and effective throughput of work.
•    To collect and collate relevant statistics including the annual return and produce regular reports for Managers.
•    Deal with listing correspondence and enquiries.
•    Case manage contested criminal proceedings and ensure compliance by parties of directions made by the Court.
•    Point of Contact for all requests to vary directions and/or applications for adjournment, working closely with the Listing Officer.
•    Checking with parties as to readiness for hearings as directed.
•    Prepare Certificates of Readiness for distribution 28 days before trial date
•    Monitor return of PCMH forms 14 days before hearing and chase any outstanding.
•    To prepare distribute and monitor automatic direction and PCMH Forms.
•    To refer problems with pre-trial preparation of List Officer/Judiciary as appropriate
•    To take an active part in meetings across the Cluster and encourage effective channels of communication within the listing department and other areas of the Cluster.
•    To assist in the implementation of consistent administrative practices, procedures and standards, identifying and implementing solutions to team problems.
•    Set quality standards and regularly test them.
•    Monitor key performance areas, analyse performance trends and ensure appropriate action is taken to build on strong performance and address areas of weakness.
•    To conduct ongoing reviews of procedures and work practices and manage the implementation of new initiatives and legislation.
•    Monitor and proactively report on HMCTS assurance programme and contribute to ongoing development.
•    Deputise for the Listing Delivery Manager as necessary.
•    Apply LEAN principles, tools and techniques to working practices to improve efficiency of operations.

Team Leadership:
•    Lead a team of staff ensuring that its members are organised and fully skilled to meet their work objectives.
•    Effectively manage both team and individual performance, addressing any issues as they arise in line with HR policies.
•    Model leadership behaviours, leading by example and promoting an inclusive workplace for all.

Processing and Managing Casework:
•    Work with staff to ensure that casework is appropriately managed, providing information or advice where process deviations have occurred.

Calculations and Analysis:
•    Identify and implement solutions to local problems, referring more complex problems to a Delivery Manager.

Communication:
•    Ensure effective and timely liaison with the police, the CPS, other criminal justice agencies and solicitors to maintain a smooth flow of work through the courts, taking into account the reasonable needs of court users.
•    Maintain effective working relationships with the judiciary, supporting agencies and voluntary user groups.
•    Provide feedback to staff, judiciary and other stakeholders on performance measures and targets.
•    Work with agencies to improve the level of service offered to users.
•    Think beyond own area of responsibility, considering wider policy and organisational implications of issues.
•    Attend and contribute at meetings of relevant User Groups.

Specialisms:
•    To have a working knowledge of functions undertaken within the Cluster, to support the development and review of policies and procedures.
•    To provide specific functions as directed by line management in line with the SOP for providing that service.
•    Understanding of LEAN methodology and tools/techniques.

Accountability:
•    Reporting to the List Officer Delivery 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.

Locations:

Whilst business needs are constantly changing, we currently have vacancies at the following Crown Court location:

Wood Green Crown Court

Please note, successful applicants will be vetted to Baseline Personnel Security Standard (BPSS) level. However, some sites require the higher-level Counter Terrorist Check (CTC) checks to be completed. Once allocated a site, these checks, where applicable, will be undertaken.

Subject to business needs, you may be required to travel to alternative locations to support the continuation of operations across the London Crown Courts – where applicable, associated travel cost/time will be applied in line with organisational policies.

Essential Skills and Criteria:

To be successful in this role you should have the following:
•    Experience of working in an administrative role in a customer focussed environment. 
•    Proficient IT and Microsoft Software packages skills.
•    Excellent communication and organisational skills.

Desirable Skills and Criteria: 

•    Knowledge and Experience of working in a customer focussed environment within the Crown Court Cluster
•    Knowledge and Experience of Crown Court IT Systems including Common Platform

Application Process:

To apply for this position please complete the online application form, ensuring you provide the following:

A 250-word suitability statement against each of the following Success Profile Behaviours (Level 2):
•    Making Effective Decisions
•    Working Together
•    Communicating and Influencing

In the event we receive a large volume of applications, we will sift using the lead Success Profile Behaviour: Making Effective Decisions.

If selected for interview, the Success Profile Behaviours listed above will also be tested / assessed (Level 2). 
Interviews will also test two Strengths. Please also note that interviews may be required to be conducted via video conference. 

Further information on Success Profile Behaviours and Strengths, as well as the required standards for this post (Level 2), 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.

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com 

Please quote the job reference - 90731.