16120 - Transaction/PSO Support Officer - Birmingham

Enhanced pre-employment checks by way of security clearance apply to this post and there is a requirement to obtain security clearance for the post holder prior to being appointed. The required level of security clearance will be stated in the offer of employment letter

Background

Her Majesty’s Court and Tribunals Service is an agency of the MoJ and provides the supporting administration for the judiciary across England and Wales. It delivers services to the public directly in court and tribunal buildings, remotely via business centres and some limited services via the internet.

There are high expectations of all staff regardless of the job they do and good 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.

HMCTS has a once in a generation opportunity to transform the entire Courts and Tribunals Service through the HMCTS Reform Programme, enhancing the provision of a world-class justice system, in a manner that provides an improved user experience at reduced cost to the taxpayer. This will contribute to consolidating the UK’s position at the forefront of an increasingly competitive international legal market as well as ensuring access to justice for all.

The programme includes modernising the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims. Effective staff engagement at this time of such significant change will be critical to success; maintaining a positive and lasting connection between HMCTS management and its staff.

An effective courts and tribunals service is fundamental to our democracy, underpinning the rule of law. This is an opportunity to work in a role that will support and enable a major transformation programme, designed not just to give our courts and tribunals a sustainable and affordable future, but improve how we deliver justice.

The key purpose of the role:

The post holder provides the Facilities Management Operations and Finance Team with administrative support to ensure estate services are appropriately delivered. This role will undertake a variety of administrative duties including support for financial management, contract management and data management.

Key responsibilities:

As part of the HMCTS regional hub, you will be responsible for transactional processes in support of the regional property and facilities management Teams

Recording customer enquiries, feedback and complaints On behalf of the

Regional Hub;

• ensuring appropriate details and records are maintained.
• liaising with finance and regional staff to resolve any issues.
• managing all agreed processes to ensure national consistency and
• appropriate management information is provided
• coordinating communications between the customer, supply chain
• and team members as required

General administrative duties;

• managing regional correspondence; post, and telephone enquiries.
• assisting with meeting coordination, room bookings and administration
• such as issuing papers and taking minutes.
• responding to internal requests for information.
• general photocopying, record-keeping and filing.
• assisting team members collecting data and information.

Records management

• maintain, administer and update various estate databases
• monitor and maintain logs.
• Maintain the estate filing system.
• Download various reports in accordance with estate team requirements.
• Completing various forms associated to financial system and other processes.
• Knowledge of standard administration processes, systems and technology (such as Microsoft suite of office products)
• Attention to detail, accuracy and ability to work to tight deadlines
• Good inter personal skills
• Good verbal and written communication skills
• Ability to resolve issues quickly

Accountability

Reports to the Transactional/PSO Support 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 1

Changing and Improving

• Review working practices and come up with ideas to improve the way things are done
• Learn new procedures, seek to exploit new technologies and help colleagues to do the same
• Co-operate with and be open to the possibilities of change and consider ways to implement and adapt to change in own work role
• Be constructive in raising issues with managers about implemented changes and the impact these are having on the service
• Respond effectively to emergencies

Making effective decisions

• Make and record effective decisions following the appropriate decision making criteria, framework or guidance
• Ask questions when unsure what to do
• Undertake appropriate analysis to support decisions or recommendations
• Investigate and respond to gaps, errors and irregularities in information
• Speak up to clarify decisions and query these constructively
• Think through the implications of own decisions before confirming how to approach a problem/issue

Collaborating and Partnering

• Proactively contribute to the work of the whole team
• Get to know fellow team members/colleagues and understand their viewpoints and preferences
• Seek help when needed in order to complete own work effectively
• Be open to taking on different roles
• Try to see issues from others’ perspectives and check understanding
• Listen to the views of others and show sensitivity towards others

Achieving Commercial Outcomes

• Understand the relevant terms and conditions, including deliverables of relevant contracts
• Be aware of and comply with Departmental procurement processes and know when to access commercial expertise
• Check suppliers and partners are providing relevant and timely data to monitor contracts
• Learn about customers and suppliers needs

Delivering At Pace

• Work in an organised manner using own knowledge and expertise to deliver on time and to standard
• Work with energy and pace to get the job done
• Take responsibility for the quality of own work and keep manager informed of how the work is progressing
• Remain focused on delivery
• Maintain consistent performance
• Participate in quality assurance of products or services

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.

Closing Date: 21st February 2018 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.