39240 - Crown Court Clerk

£22,566 - £26,901
2
12 Months
South East
Chelmsford
CHELMSFORD CROWN CHELMSFORD, CM1 1EL
EO
D
Permanent
Full Time, Part Time/Job Share
Administration / Corporate Support, Operational Delivery

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

The Tribunals Service and Her Majesty’s Court Service were integrated into a single Agency, Her Majesty's Courts and Tribunals Service on 1st April 2011. Bringing these two organisations together has removed duplication in management functions and increased the efficiency of the administration, which has enabled HMCTS to reduce what it spends away from the front line substantially.

Consequently, there are high expectations of all staff regardless of the job they do and high 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.

Band D staff will need to display a commitment to four key principles: Continuous change, LEAN principles, managing uncertainty and improving performance. All those appointed to new roles in HMCTS must be wholeheartedly committed to these principles and evidence this in their application.

Overview                                                                   

As a new organisation HMCTS is embarking on a period of significant change. Strong leadership is a critical element in this being successful. Jobholders who have responsibility for managing staff will be required to provide clear direction and focus, visibly championing the changes which deliver greater efficiencies. The HMCTS Delivery Directors 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 key purpose of the role is to

  • To manage the courtrooms to ensure that cases are dealt with promptly in liaison with judiciary, legal profession and staff and to ensure that all subsequent results are accurately & promptly recorded in line with targets. Also to ensure that all ancillary duties are carried out effectively.

Key responsibilities

Administration

  • To ensure that a comprehensive log is kept of representation orders and that a judge’s report is available at all sentence hearings.
  • To accurately prepare case summaries for Resident Judge.
  • To ensure that applications for representation orders are checked and approved upon authorisation of Judge.
  • To determine all claims for costs including re-determinations, Prior Authority and Wasted Costs and provide written reasons in accordance with the appropriate regulations and within targets.
  • To determine accurately witnesses’ expenses within target times and provide written reasons upon request when required in accordance with guidelines.
  • Process general correspondence within target and in particular procedural deadlines for any resulting amendments.
  • Ensure compliance with financial and operational risk management policies when determining and processing costs in accordance with department guidelines.
  • Undertake any allocated tasks as part of the role i.e. PA Role to Judiciary when required; arranging marshalling and swearing in of Justices.

Operations

  • To ensure efficient through put of listed work in the allocated court room on a daily basis, giving appropriate support to judiciary and keeping the List Office and other agencies fully appraised of developments when necessary.
  • To meet with the Judge before sitting and to be available in Court as required.
  • To maintain full recording of hearings using the DARTS technology ensuring accurate audio allocation to correct cases.
  • To sit in court on a daily basis and ensure that cases called on time, all parties are in court at appropriate time. Correct phraseology used for arraignment, empanelling, taking verdicts
  • To maintain the court file including accurate recording of relevant matters and judicial decisions, accurate completion of Xhibit log and Crest Orders and all subsequent forms, orders and results exported onto the Portal within Target.
  • Carry out 100% HMCTS assurance programme compliance of all Resulting and ensure appropriate risks are identified and managed.
  • Ensure that appropriate codes of conduct are applied to the Courtroom and other areas of the Court premises whilst sitting and during adjournments and to actively intervene and encourage compliance.
  • To ensure that obligations under the Victim Code and the standards under the Witness Charter are complied with.
  • Ensure all court users are treated fairly and with respect, and understand how their own performance impacts on that of the court and the confidence of users.
  • Ensure that appropriate files are passed to administration teams within agreed target times.
  • Take part in and deliver employee engagement activities to effect good working relationships with staff and to improve service delivery and staff morale / motivation.
  • Comply with HMCTS values, policies and procedures (including diversity, attendance and discipline).
  • Maintain effective working relationships with the judiciary, supporting agencies, voluntary and user groups. Working with agencies to improve the level of service offered to users.
  • Apply LEAN principles, tools and techniques to working practices to improve efficiency of operations.
  • Perform any Incident Control Duties as required in the ‘in court role’

Team leadership

  • Lead a team of staff ensuring that its members are organised, and fully skilled to meet their work objectives. Effectively managing both team and individual performance, addressing any issues as they arise, in line with HR policy.

Processing and managing casework

  • Work with staff to ensuring that casework is appropriately managed, providing information / advice where process deviations have occurred.

Calculations and analysis

  • Identify and implement solutions to local problems, referring more complex problems to the line manager

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

  • Ensure effective and timely liaison with Judiciary, Counsel, List Officer, Jury Officer, Ushers and Court users to maintain high levels of court performance.
  • Ensure Customer Standards are maintained and improved; complaints and dealt within target and in line with HMCTS Complaints Handling Policy and any feedback on lessons learnt is shared with staff.

Representation

  • Represent the function you have been assigned to at an operational level.

Specialisms

  • To have a working knowledge of functions undertaken within the Cluster, to support the development and review of policies and procedures.
  • To provide specific functions as directed by line management in line with the SOP for providing that service.

Accountability

  • Reporting to a Delivery 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.

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.

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

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.  


to be confirmed

04/12/2020, 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 - 39240.

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
Communicating and Influencing - 250 word limit
Managing a Quality Service - 250 word limit
Delivering at Pace - 250 word limit
Working Together - 250 word limit
Experience
Statement of Suitability - 250 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Abilities
Verbal communication skills
Behaviours
Making Effective Decisions
Communicating and Influencing
Managing a Quality Service
Delivering at Pace
Working Together
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.