59294 - Administrative Officer - Midlands Regional Support Unit

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit:  https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

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 E 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.

Overview

As a new organisation HMCTS is embarking on a period of significant change and all staff in the new organisation will be expected to help and support each other with these changes. 

The key purpose of the role is

Under the direction of the Operational & Business Support Officer assist in supporting the operations of the courts and tribunals within the Region, working as part of a flexible team.  The postholder will be expected to undertake a range of the functions and responsibilities specified, the exact nature of each of the roles is to be determined as the RSU structure is embedded.  It is not intended that each post will be responsible for the full range of duties.

Key responsibilities

Administration

Business Support & Assurance

• Assist with support to the Delivery Director, Heads of Crime and Civil, Family & Tribunals, Cluster Managers and Head of RSU in carrying out their functions.
• Prepare and distribute documentation for meetings, including agenda papers, supporting documentation and minutes.
• Provide administrative support services for the RSU team, including; organising meeting, managing diaries, booking travel, booking rooms, processing payments.
• Sift and distribute mail and correspondence, drafting response as directed.
• Undertake additional support and administrative related assignments as required.
• Maintain a repository for all operational documentation, publications and materials.
• Assist in RSU business assurance duties as required.

Drafting

• Draft standard letters correspondence, minutes and notes, as required.

Operations

Business Management Information

• Assist with the provision of a comprehensive performance management and reporting framework across the Region.
• Act as a point of contact for enquiries from the courts and tribunals.
• Prepare, produce and distribute correspondence, reports, papers, statistical returns and other documentation as required.
• Maintain and update records, information systems and databases; this will include data inputting, initiating queries and running reports.
• Maintain detailed records/information tracking operational progress changes and improvements.
• Work with the courts and tribunals to resolve operational issues including logging and processing feedback and complaints.
• Undertake a data verification/data quality role as required.

Processing casework

Project and programme management

• Assist with the daily management of projects/programmes.
• Research, compile, process and coordinate project data as required.

Checking and verifying

• Ensure compliance and administration documentation meet quality standards.

Collecting and assembling information

• Collect and process data, for the team to present operational management reports.

Undertaking calculations

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

Contacting the public, juries, the judiciary, other court and tribunal users and representatives of other agencies and Organisations

• Communicate and work with Cluster Managers, Court/Tribunal staff and other internal and external stakeholders, suppliers and customers to ensure the successful delivery of operational objectives.

Accountability

• Reporting to the Operational & Business Support Officer

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

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.

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com

Please quote the job reference - 59294.