34632 - Judicial Liaison Manager

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

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 centre’s 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.

Overview

HMCTS is a continually changing organisation. Strong leadership is a critical element in this being successful. As a leader and manager within HMCTS the jobholder must provide clear direction and focus and visibly championing the changes which deliver greater efficiencies. HMCTS Senior Management Team expects all leaders to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

Purpose & Responsibilities

Provide support to the Presiding Judges (PJJ) and Family Division Liaison Judge (FDLJ) in discharging the full range of administrative and personnel responsibilities delegated to them by the Lord Chief Justice for the salaried and fee paid courts judiciary on the South Eastern Circuit as well as to provide support to the Delivery Directors and Heads of Jurisdiction on the London and South East Regions in 5 areas; Appointments, authorisations, Deployment, training and other judicial matter including Judicial HR.

This involves management of the Judicial Liaison Officers and the Bookings Team for both the Circuit and District Bench, leading on the booking and training of all Recorders, Deputy Circuit Judges and Deputy District Judges; the itineraries for all Circuit and District Judges; ensuring all records are maintained with 100% accuracy and providing information and advice on all aspects of appointments, retirements, authorisations, bids and forecasting on the Circuit and District Benches.

On a day to day basis the Judicial Secretariat will act under the authority of the Presiding and Family Division Liaison Judges and will ensure that there is an effective partnership between the PJJs, FDLJs and Delivery Directors, ensuring that decisions are made following full consultation and, whenever possible with the agreement of the PJJs, FDLJs and Delivery Directors and implemented where required.

The post-holders will be expected to stand in for the Head of the Judicial Secretariat where necessary. They may also be expected to act on behalf of the PJJ/FDLJ without reference.

The post holders are 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 responsibilities

Operations

• Complete judicial itineraries within agreed timetables and in consultation with Delivery Directors, Heads of Jurisdiction and Leadership Judges.
• Provide and monitor reports on judicial sick absences and delayed judgments.
• Ensure 100% accuracy of all judicial records, including the transfer register
• Monitor the appointment and retirement of any leadership posts or extra-curricular posts on the Circuit and District Benches.
• Meet with newly appointed fee paid judiciary.
• Provide briefings, draft reports, letters and minutes of meetings as required by the Delivery Directors, Heads of Jurisdiction, Head of Judicial Secretatriat and PJJ
• Maintain an accurate record of correspondence to and from the PJJ and advise on actions or issues, including recommendations, as necessary or appropriate
• Carry out tasks on behalf of the PJJ and FDLJ. This will include communicating decisions or requesting information from the judiciary or administrators of the Circuit
• Provide confidential support to the PJJ and FDLJ in the management of judicial pastoral matters
• Provide support to the Head of Judicial Secretariat and Operations Managers, including assisting with deployment, appointments, bidding, retirements, authorisations, HR issues etc
• Leading on the Booking of fee paid judiciary across both Regions
• Maintenance of the national protocol for the harassment of judges.
• The organisation of judicial training days, appraisals, Judicial Conferences and meetings.
• Monitoring and management of the sitting day allocation
• Effective communication with the Cluster Managers in relation to sitting days and judicial resources
• Effective communications with salaried and fee paid judiciary on a day to day basis.

Managing casework

• Collation of data for judicial bids, forecasting and annual reports, authorisations
• Co-ordinate, organise and provide briefings for the Delivery Director, PJJ and the FDLJ for meetings relating to judicial business including meetings with individual members of the judiciary and other agencies as appropriate or required

Analysis

• Provide analysis of data for bids and forecasts to ensure best use of resource
• Deal with complex itinerary changes
• Ensure CJ and DJ lost days are accurately recorded and monitored. Assist with the annual forecasting exercise.
• Ensure effective links with the Regional Head of Finance in relation to judicial budget profiling to ensure early identification of issues in relation to sitting day plans

Communicating with the public, the judiciary, other court users and representatives of other agencies and organisations

• Contact will be wide and varied but will likely include:
• Members of court staff and senior management
• Members of the judiciary, including senior judges (i.e. Presiding Judges) on a continual daily basis
• Contacts across MoJ, Judicial Appointments Commission, Judicial Office

Representation

• Expected to represent the Head of Judicial Liaison at several meetings, to be determined

Team leadership

• Line management of Band D members of staff is likely for each post-holder

 Specialisms

• Knowledge of the working of the court system is essential
• A working knowledge of the judicial system would be advantageous

Accountability

• Reporting to the Regional Head of Judicial Secretariat

 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.

Location of Post

Based at Third Floor | First Avenue House | 42-49 High Holborn | London | WC1V 6NP.Some travel around the Regions for visits / meeting attendance will be required.

Application Process

Success profile will be used, where you will be assessed against the following 5 behaviours at Level 3 during the sifting and interview stage:

Changing and Improving

Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency. Encourage ideas for change from a wide range of sources. Clearly explain the reasons for change to colleagues and how to implement them, supporting individuals with different needs to adapt to change. Encourage an environment where colleagues know that they can challenge decisions and issues safely. Take managed risks by fully considering the varied impacts changes could have on the diverse range of end users.

Leadership

Ensure colleagues and stakeholders have a clear understanding of objectives, activities and time-frames. Take into account different individual needs, views, and ideas, championing inclusion and equality of opportunity for all. Consider the impacts of own and team’s activities on stakeholders and end users. Role-model commitment and satisfaction with role. Recognise and praise the achievements of others to drive positivity within the team. Effectively manage conflict, misconduct and non-inclusive behaviour, raising with senior managers where appropriate.

Making Effective Decisions

Understand own level of responsibility and empower others to make decisions where appropriate. Analyse and use a range of relevant, credible information from internal and external sources to support decisions. Invite challenge and where appropriate involve others in decision making. Display confidence when making difficult decisions, even if they prove to be unpopular. Consult with others to ensure the potential impacts on end users have been considered. Present strong recommendations in a timely manner outlining the consideration of other options, costs, benefits and risks.

Delivering at Pace

Regularly review the success of activities in the team to identify barriers to progress or challenging objectives. Identify who and what is required to ensure success, set clear goals and areas of responsibility and continually assess workloads considering individual needs. Follow relevant policies, procedures and legislation to complete your work. Ensure colleagues have the correct tools and resources available to them to do their jobs.

Have a positive and focused attitude to achieving outcomes, despite any setbacks. Regularly check performance against objectives, making suggestions for improvement or taking corrective action where necessary. Ensure that colleagues are supported where tasks are challenging.

Communicating and Influencing

Communicate in a straightforward, honest and engaging manner, choosing appropriate styles to maximise understanding and impact. Encourage the use of different communication methods, including digital resources and highlight the benefits, including ensuring cost effectiveness. Ensure communication has a clear purpose and takes into account people’s individual needs. Share information as appropriate and check understanding. Show positivity and enthusiasm towards work, encouraging others to do the same. Ensure that important messages are communicated with colleagues and stakeholders respectfully, taking into consideration the diversity of interests.

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 MoJs excess fares allowance policy.