14035 - Judicial Finance Support Manager Band C

Background

HMCTS is embarking on a period of significant change which will see the organization transform over the next 5 years. Strong leadership is a critical element in this being successful.

The Judicial Finance Support Manager will be responsible for teams who process judicial fees and expenses claims, witness and appellant costs from Tribunals, and Magistrates’ expenses claims. The teams are embarking on a period of significant change which will see new IT applications transform their processes. In addition the team currently based at Flowers Hill Bristol will re-locate to new accommodation in the Bristol Crown Court building at the end of January 2018.

Strong leadership is required for a successful transition. As a manager within HMCTS the jobholder must provide clear direction and focus, visibly championing the changes which deliver greater efficiencies. The HMCTS Executive Team expects managers in the organisation to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

The successful applicant will need to be well organised and assertive, with good analytical skills and able to prioritise a busy workload with conflicting priorities. Strong communication skills and the ability to remain calm and reliable under pressure are essential.

The key purpose of the role is to:

• Manage and control the process of payment of fees and expenses to the judiciary, magistrates, tribunal witnesses and appellants, ensuring that payments are made in accordance with the relevant policies, standards and guidance.
• Act as the key point of contact for customers and the judiciary, establishing effective working relationships with key stakeholders across MoJ, senior colleagues and the broader FGP team.
• Resolve complex or difficult issues, ensuring these are dealt with in line with policy, negotiating solutions where challenges arise and exercising judgement where discretion is appropriate.
  
• Ensure effective deployment of staff and resources to meet operational needs.
• Ensure that systems, data and processes provide the required level of financial assurance.
• Act as Responsible Officer as required.
  

Key responsibilities

Operations

• Manage resources, staff and facilities to ensure excellent customer service to all external and internal customers and management.
• Monitor performance to ensure payment targets are met. Analyse performance trends and make appropriate recommendations for improvement to the Operational Finance Manager.
• Respond to queries from staff and stakeholders; provide prompt and accurate advice to customers, including the judiciary. Deal with customer complaints.
• Conduct ongoing reviews of procedures and work practices; engage with financial system development projects to complement or improve processes; manage the implementation of new initiatives, technology and legislation.
• Run MI and produce statistical data for the management team. Prepare briefings to senior management or audit committee as required.
• Deal with any accommodation issues that arise and liaising with estates/ facilities and/or contractors as required.
• Monitor and manage risks, report on HMCTS Standard Operational Controls and contribute to the ongoing development of the assurance programme. Alert senior managers to new and ongoing risks.
• Ensure financial accounting and personal data is appropriately managed and safeguarded.
  

Team leadership 

• Manage the teams, ensuring all members are fully skilled to meet their work objectives. Manage team and individual performance, addressing issues by applying appropriate HR policies.
• Assign responsibilities for action and monitoring progress against plans.
• Plan, co-ordinate and organise training for staff. Ensure that learning and development needs of all staff are identified and met.
• Ensure that personal development and reward & recognition systems are fairly and consistently utilised and encouraging and rewarding good ideas and creativity.
• Be responsible officer for health and safety issues for the teams and their working environment.
• Communicate HMCTS strategic objectives, corporate messages and updates to the teams. Lead in employee engagement activities.
• Role model HMCTS values and consistently apply policies and procedures (including diversity, attendance and discipline).
  

Accountability 

Reporting to the Operational Finance Manager.

Other duties

The post holder is required to work in a flexible way, undertaking any other duties reasonably requested by line management, commensurate with the grade and level of responsibility of this post.

Location of Post

The Finance Support Centre Team is based in Bristol, currently at Flowers Hill. The team will re-locate to the Bristol Crown Court building early in 2018.

The Magistrates’ Expenses Team is based within the Manchester Civil Justice Centre. The post holder will be expected to manage this team remotely – including periodic site visits to meet operational and line management needs.

Skills & Qualifications

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.

Key competencies for the post are at Level 3.

Changing and Improving

• Find ways to improve systems and structures to deliver with more streamlined resources.
• Regularly review procedures or systems with teams to identify improvements and simplify processes and decision making.
• Be prepared to take managed risks, ensuring these are planned and their impact assessed.
• Actively encourage ideas from a wide range of sources and stakeholders and use these to inform own thinking.
• Be willing to meet the challenges of difficult or complex changes, encouraging and supporting others to do the same.
• Prepare for and respond appropriately to the range of possible effects that change may have on own role/team.
  

Making Effective Decisions

• Make decisions when they are needed, even if they prove difficult or unpopular.
• Identify a range of relevant and credible information sources and recognise the need to collect new data when necessary from internal and external sources.
• Recognise patterns and trends in a wide range of evidence/data and draw key conclusions.
• Explore different options outlining costs, benefits, risks and potential responses to each.
• Recognise scope of own authority for decision making and empower team members to make decisions.
• Invite challenge and where appropriate involve others in decision making to help build engagement and present robust recommendations.
  

Leading and Communicating

• Take opportunities to regularly communicate and interact with staff, helping to clarify goals and activities and the links between these and Departmental strategy.
• Recognise, respect and reward the contribution and achievements of others.
• Communicate in a succinct, engaging manner and stand ground when needed.
• Communicate using appropriate styles, methods and timing, including digital channels, to maximise understanding and impact.
• Promote the work of the Department and play an active part in supporting the Civil Service values and culture.
• Convey enthusiasm and energy about their work and encourage others to do the same.

Managing a Quality Service

• Make effective use of project management skills and techniques to deliver outcomes, including identifying risks and mitigating actions.
• Develop, implement, maintain and review systems and service standards to provide quality, efficiency and value for money.
• Work with team to set priorities, goals, objectives and timescales.
• Establish mechanisms to seek out and respond to feedback from customers about service provided.
• Promote a culture that tackles fraud and deception, keeping others informed of outcomes.
• Develop proposals to improve the quality of service with involvement from a diverse range of staff, stakeholders or delivery partners.
  

Delivering at Pace

• Successfully manage, support and stretch self and team to deliver agreed goals and objectives.
• Show a positive approach in keeping their own and the team’s efforts focused on the goals that really matter.
• Take responsibility for delivering expected outcomes on time and to standard, giving credit to teams and individuals as appropriate.
• Plan ahead but reassess workloads and priorities if situations change or people are facing conflicting demands.
• Regularly monitor own and team’s work against milestones or targets and act promptly to keep work on track and maintain performance.
• Coach and support others to set and achieve challenging goals for themselves.Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements.
  

Building Capability for All

• Identify and address team or individual capability requirements and gaps to deliver current and future work.
• Identify and develop all talented team members to support succession planning, devoting time to coach, mentor and develop others.
• Value and respond to different personal needs in the team using these to develop others and promote inclusiveness.
• Proactively manage own career and identify own learning needs with line manager, plan and carry out work-place learning opportunities.
• Continually seek and act on feedback to evaluate and improve their own and team’s performance.

Posting Terms

Public Interest Transfer terms will apply to this vacancy but are limited to Excess Fares only.

Closing Date: 14th November 2017 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 14035

For any enquiries about the role please contact the Operational Finance Manager, Ros Wheadon on 07831475558 ros.wheadon2@hmcts.gsi.gov.uk