84031 - Clerk to His Majesty's Judges and a Judges' Clerks' Line Manager

£37,174 - £40,403
2
12 Months
London
London
RCJ LONDON, WC2A 2LL
HEO
HEO
Permanent
Full Time
Operational Delivery

HM Courts and Tribunals Service

Directorate: RCJ - Operations

Job Title: Clerk to His Majesty's Judges and a Judges' Clerks' Line Manager (2 posts)

Locations: Royal Courts of Justice, Strand, London, WC2A 2LL

Duration: Permanent Contract

Pay Span or equivalent: HEO

Salary: London (within M25): £37,174 - £40,403

These positions are available for external applicants as well as existing civil servants on level transfer or promotion. New recruits to the Civil Service joining MoJ are expected to join at the band minimum. Secondments and loans will be considered on an individual basis. 

About HMCTS:

HM Courts and Tribunals Service is responsible for the administration of criminal, civil and family courts and tribunals in England and Wales. We work with an independent judiciary to provide a fair, efficient and effective justice system.

For more information about HMCTS and what we do, visit: https://www.hmctsjobs.co.uk/

Overview:

The role of a Judges Clerks Manager is to provide first line support to a Lord or Lady Justice of Appeal or High Court Judge by ensuring best use of the judge's time, to enable them to concentrate on the delivery of justice. One of the two roles being advertised will be to support the Lady Chief Justice.  Using your organisational skills, you will efficiently manage all aspects of your judge’s day; this involves administrative duties which may include typing documents including judgments or orders and diary management.  You will also likely be required to liaise with internal and external stakeholders including legal representatives, members of the public and other members of the judiciary. 

The appointment to some Judges may require extensive travelling with overnight stays during the week for a considerable number of weeks at a time. This circuit work entails staying with the judge(s) and other clerks in judicial accommodation, returning home at weekends. 

This is a unique role within the justice system. If you are organised, adaptable and you care about ensuring the delivery of justice then working as a Judges’ Clerk can be incredibly rewarding.  Full training will be given in the role. 

Key Responsibilities:

Line Management

You will manage a team of 13-25 EO Judges’ Clerks, with responsibly for:

  • Performance management of team including quarterly reviews and probation plans for new starters. Recognising good work and rewarding through the recognition system
  • Attendance management in accordance with departmental guidelines, involving formal action when required
  • Circulation of departmental communications and leading on regular team meetings to share information
  • Escalation of conduct or behavioural concerns in accordance with the disciplinary policy
  • Ensure that Governance, risk management registers and contingency plans are in place and updated.
  • Ensuring that training records are kept up to date for self and team
  • Approval responsibility for clerks’ expenses claims and claims submitted on behalf of the judiciary by the clerks, in accordance with policy
  • HR administration as required including transfer of leavers, special leave applications and pay related queries
  • Visible leadership to clerks, role modelling engaging behaviours and challenging inappropriate behaviours. Leading by example, coaching, supporting and developing staff, and guiding them through a substantial and significant period of change
  • Taking a full and constructive part in supporting group and departmental initiatives, including involvement in operational reporting documentation
  • Assistance with the recruitment of new Judges Clerks, including application sifting and sitting on interview panels
  • Ensuring the standards of customer service to judges, colleagues, professionals and other court users are maintained and where possible improved upon

Administration  

Keep an up-to-date diary of your Judge’s court sittings/visits/meetings, maintenance of his/her robes and library, co-ordinating visits and assisting visitors plus other office functions. 

Domestic duties as required by the judge; e.g. tea/coffee preparation, lunch collection, washing up, dry cleaning and other ad hoc duties as agreed. Transportation of large court bundles around the building; trolleys are provided but some lifting will be required. When judges go on circuit, clerks are responsible for transporting books, bundles, files, computers, robes and other judicial requirements as well as their own, and judge’s, personal belongings. 

Communication  

You will be responsible for the smooth running of the judge’s court commitments whether in London or on circuit. This will involve communicating by telephone, email and correspondence to ensure the resolution of many and varied queries and requests. On a regular basis you’ll be liaising with: 

  • judges and senior figures  
  • litigants and members of the public  
  • jurors  
  • court and tribunal users 
  • representatives of other agencies and organisations 

You will be representing your assigned judge at an operational level. Using your organisational skills, you will be expected to efficiently manage all aspects of your judge’s day. You will be required to make decisions regarding changing priorities as they occur, without reference to the judge, and work on your own initiative. In many instances you will be the first point of contact between your judge and others. The need for confidentiality, tact, courtesy and diplomacy is therefore paramount. 

Working Arrangements:

Hours

Your actual working pattern is agreed with the judge and your line manager. Judge’s Clerks are not normally required to work more hours each week than the standard working week (37 hours) but there is an expectation that a clerk will work longer hours if a situation arises. Due to the travelling involved and the variety of court duties performed, this role is not suitable for part-time working, job sharing or frequent working from home.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.  It should be noted that this office has limited flexibility in terms of working patterns and subject to business needs and must be approved both by the judge involved and Senior Judges Clerks Manager.

Location

The position is London based and therefore you should live within a reasonable daily commute of London.  However, due to the nature of the role you could be required to travel within England and Wales.  When in London, you will be based within the Royal Courts of Justice or other buildings within the immediate area.

Circuit work

Any judge may undertake circuit work anywhere in England and Wales up to 3 times annually for periods of around 2-6 weeks (or more depending on the case). On circuit you will stay at judges’ lodgings or hotels on weekdays (at no cost to you) and liaise with the housekeeper and lodging’s manager on domestic matters that may include arrangement of dinner parties and visits.

You will be expected to continue managing the judge’s other commitments while on circuit.

Annual leave

Annual leave may only be taken in accordance with the Judges Clerks’ supplemental working T&Cs. The minimum entitlement is 25 days rising to 30 days after 5 years’ service.

Security Level:

Counter-Terrorism Check (CTC)

To apply for roles in MOJ you will need to confirm your employment and residence 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 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 and a local police check carried out.

Essential Skills and Criteria:

  • Accurate typing speed of a minimum of 35 wpm, this is tested before proceeding to interview and will be tested in 3 parts, average speed will be calculated for part 1 & 2 below:
  • Speed test when copying from typed text and making corrections
  • Speed test when copying from Manuscript and making corrections
  • Drafting emails on behalf of Judges, in response to the correspondence received
  • Previous experience of using IT Microsoft Office applications.
  • A high standard of spoken and written English. You need to be able to understand and assimilate information from various sources and accurately summarise it in a clear and concise written format, tested before proceeding to interview.

Desirable Skills Include:

  • A full driving licence

Application Process:

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

 

  • An up-to-date copy of your CV which details your experience and achievements

 

  • A 250-word suitability statement against the desirable and essential skills above

 

  • A 250-word statement against each of the following Success Profile Behaviours (Level 3):

 

  • Leadership
  • Making Effective Decisions
  • Communicating & Influencing

If successful at sift stage, those candidates who are not existing Judges Clerks, will be invited to attend an assessment day which consists of two parts – a practical assessment (which comprises of word processing and drafting skills) and a panel interview.  Candidates must pass both parts of the assessment day to be offered a position.

In the event of a large number of applications we may make a decision to invite for the assessment day based on the lead Behaviour, which will be Leadership.

If selected for interview, the Success Profile Behaviours listed above will also be tested / assessed (Level 3).

Interviews will also test three Strengths.

Further information on Success Profile Behaviours and Strengths, as well as the required standards for this post (Level 3), 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.

Additional General Information: 

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 which is always subject to the Judges’ Clerks’ supplemental working T&Cs.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.  It should be noted that this office has limited flexibility in terms of working patterns and subject to business needs and must be approved both by the judge involved and the Line Manager (LM)/Senior Judges’ Clerks’ Manager (SJCM)

The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

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.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

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.

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.

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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

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.

Interviews expected to be held around the 11 March
The interview day will include an assessment exercise

23/02/2024, 23:55 hours.

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 - 84031.
Counter-Terrorism Check (CTC)

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
Leadership - 250 word limit
Making Effective Decisions - 250 word limit
Communicating and Influencing - 250 word limit
Experience
CV
Statement of Suitability - 250 word limit
A sift based on the lead behaviour, Leadership, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Leadership
Making Effective Decisions
Communicating and Influencing
Strengths may also be assessed at interview but these are not shared in advance.
Additional Assessment(s)
Practical assessment of word processing and drafting skills

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.