45582 - DTS Judicial and Royal Courts of Justice Group Lead Digital Support

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

Directorate:               

Digital & Technology Services (DTS)

Pay Band:                 

Band C

Job Title:                   

Judicial and Royal Courts of Justice Group Lead Digital Support

Location:                   

Royal Courts of Justice, London. Travel to other locations may be required

Clearance level:       

You will be required to obtain SC security clearance for this role, this is not essential before commencement of the role. Please note individuals should normally have been resident in the UK for 5 years preceding their application for SC clearance.       

Term:                         

Permanent

Interview Location:  

Royal Courts of Justice, London or via a digital platform

Introduction:

Her Majesty’s Courts and Tribunals Service (HMCTS) is an agency of the Ministry of Justice (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 digital services online.

The Digital & Technology Services Directorate is responsible for creating high quality digital products and services, 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. Please follow the link below for further information about HMCTS. www.gov.uk/government/organisations/hm-courts-and-tribunals-service  

HMCTS Digital & Technology Services Directorate has deployed Microsoft Office 365 (MS365) to c25,000 judges. It is known as eJudiciary. This Digital Support role is as part of a dedicated team that supports the Judiciary and selective HMCTS staff with the provision of the eJudiciary service. The team oversees the maintenance and monitoring as well as the development and delivery of new requirements using MS365.

Support is also provided to the judiciary on other products as well as advice and guidance that includes departmental/government/judicial policies for the use of digital services. The role will report to the Deputy Head of Judicial and Royal Courts of Justice Group (RCJG).

Job Description:

• To be responsible for and pro-actively manage all finance records and expenditure, reporting any significant issues to the Deputy Head of Judicial and RCJG.
• To undertake analysis and research for new judicial IT products making recommendations that are fit for purpose.
• To project manage future deployment of IT related equipment to the judiciary.
• To effectively manage and report on staff performance for the Judicial and RCJG Digital Support role and address any staff development needs.

Key Responsibilities:

Operations:

• To be responsible for the day to day financial processes, whilst acting in compliance with financial procedures. This ranges from ensuring requested quotes from suppliers are dealt with in a timely manner to resolving financial discrepancies between local and financial reports.
• To manage, own and oversee the completion of financial orders and local IT purchases, ensuring local financial records are updated and maintained. This includes local financial spreadsheets, quotes and Purchase Orders (PO) are saved centrally.
• Proactively manage all POs, closing, receipting cancelling and extending where necessary. When extending, to provide recommendation on increased values based on a variety of researched parameters.
• To independently analyse, problem solve and resolve financial queries received from internal colleagues and external suppliers by using a variety of sources from SOP, financial reports, local records and Finance colleagues. Referring the more complex and difficult matters to the Deputy Head of Judicial and RCJG.
• Undertake a complete detailed monthly financial reconciliation between local finance reports and reports produced by the HMCTS DTS Finance Team, escalating matters that are unable to be resolved to the Deputy Head of Judicial and RCJG.
• To liaise with the Digital Administrative Support to procure IT equipment, ensuring that IT stock levels are maintained within the RCJ.
• To manage a quarterly review of POs with the DTS Finance Team ensuring that all open POs are correctly recorded.
• To produce and submit the end of year accruals ensuring sign off is obtained by the Deputy and Head of Judicial and RCJG.
• Conduct active reviews of our suppliers and engage with new suppliers in compliance with Crown Commercial Services to ensure best value for money and good customer service is provided.
• Continual identification and understanding of the digital needs of the Judiciary in order to propose changes and improvement to their service.
• Create and maintain professional relationships with HMCTS staff, in order to understand RCJG IT systems.
• To draft, submit and support the submission of Requests for Service (RFS) that apply to all RCJ and Judicial Services as directed by the Head of Judicial and RCJG.

Project Delivery:

• To manage and own the end to end procedures for internal projects involving the deployment of software or hardware to the judiciary, working with the eJudiciary 2nd Line Support Helpdesk Manager.
• To produce and own deployment plans, obtaining stakeholder agreement.
• Manage and secure the necessary resources required to deliver on time.
• Provide regular updates to stakeholders including managing external communications.
• Identify, record and track any risks and issues associated with the project.
• Create and maintain suitable records and ensure that data is fed into the existing asset register.
• Manage customer expectations, when dealing with a new work request and show reasoning and analysis when providing options and recommendations to resolve/deliver.
• Produce/maintain clear and concise documentation (office protocols, eJudiciary Support team guides, user guides, communications to user, etc).

Analysis and research:

• Lead and oversee the testing of new software and hardware for the judiciary.
• To liaise with users to understanding their needs and to conduct research from a variety of sources.
• To propose a suitable solution considering timeframes for implementation, costs and the value to the business.
• To capture any testing issues, outcomes and resolve any issues prior to delivering the necessary software/hardware to users.

Communication:

• To understand the different types of customers and respond to them appropriately.
• Understand the urgency and skill levels of customer and use discretion when communicating.
• Ensure complex issues can be explained in plain English and to relay the implications to users clearly
• Dealing with telephone/e-mail queries from customers outside of eJudiciary.
• Contacting and liaising with external suppliers and departmental IT suppliers adapting your style to suit ensuring that it represent our interests.

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.
• As required represent the office/directorate/department in meetings with customers, business representatives and internal/external suppliers.
• To provide input into wider team’s initiatives. The post-holder will be expected to actively contribute to the team’s operational objectives and provide input into how the team can improve and meet its targets.

Skills & Experience:

Essential Criteria:

• IT literacy, competent in Office applications (Office 365 experience is desirable, but training can be provided)
• Ability to work to tight timescales, managing your priorities, often conflicting and adapt to requests from senior colleagues and judiciary whilst ensuring deadlines are met.
• Previous experience working as a member of a project team / project delivery.
• Experience creating and maintaining project documentation to enable effective control of project delivery
• Experience of building productive relationships with internal and external stakeholders such as suppliers, financial leads and IT teams.
• Taking ownership of issues and problems and proactively resolving them, ensuring that solutions continue to meet business requirements. Taking full accountability for actions taken and decisions made.
• Ability to differentiate between factual and subjective issues when conducting research or analysing feedback.
• Interpersonal skills to aid collaboration with team members, senior stakeholders and the (senior) judiciary.
• Being able to effectively communicate to internal and external stakeholders clearly and concisely (e.g. reflecting the urgency of an issue or explaining complex financial issues in plain English).

Desirable Criteria:

• Awareness of asset management and the impact that introducing new products has on asset management process.
• Experience of financial control in managing resources, compliance and value for money.
• Experience of government budget controls and procurement of IT hardware/software.
• Knowledge and understanding of IT systems used within HMCTS and RCJ is desirable

Application process:

The following areas of Success Profiles will be used to assess and score your application during the sift, and interview.

• Experience – As demonstrated in your CV, statement of suitability and application form
• Strengths – Adaptable, Problem Solver, Relationship Builder  
• Behaviours - We will be using the 5 behaviours listed below

Key Civil Service behaviours:

You will be required to provide evidence of the following key behaviours at Level 3.

• Making Effective Decisions
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace.

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.