35490 - Administration officer at Swindon Magistrates

£18,884 - £20,420
10
12 Months
South West
Swindon
SWINDON MAGISTRATES SWINDON, SN1 2JB
AO
E
Fixed Term
For a period of up to 12 months
Full Time, Part Time, Part Time/Job Share, Flexible Working
Administration / Corporate Support

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

Background

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

 The key purpose of the role

 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.


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 basis at other local HMCTS offices.

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.

 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 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 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 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.
  • Role holders will need to modify and adjust information and make decisions to allow work to be completed.
  • Role holders will need to collect and 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.
  • Calculate the anticipated numbers of Jurors to be called and manage the numbers to be as efficient as possible

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 and 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.

 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 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.

 

Making a real difference to people’s lives is such an integral part of working at HMCTS that we’ve built it into an agreement with everyone who works here. It’s called our people promise. Please click here to find out more


Working Arrangements & Further Information


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.


Flexible working hours


The Ministry of Justice offers a flexible working system in many offices.


Benefits


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.


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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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.


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


1-      To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);


2-      To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);


3-      To the Civil Service Commission (details available here)


The Civil Service embraces diversity and promotes equality of opportunity.


There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.


Grading Structure Review


The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.


Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.  


Skype interviews to be confirmed

18/08/2020, 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@gov.sscl.com Please quote the job reference - 35490.

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).

If you do not meet the above requirements, you may still be considered if, for example:

  • 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 will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


Application form stage assessments

Behaviours
Making Effective Decisions - 250 word limit
Delivering at Pace - 250 word limit
Changing and Improving - 250 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Making Effective Decisions
Delivering at Pace
Changing and Improving
Strengths may also be assessed at interview but these are not shared in advance.

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'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

This job is broadly open to the following groups:

· UK nationals

· nationals of the Republic of Ireland

· nationals of Commonwealth countries who have the right to work in the UK

· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families

· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

· individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

· Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

This Vacancy is closed to applications.