Friday , February 23 2024

Ministry of Justice Jobs – Administration Officer

Website Ministry of Justice

Legal Team Administration Officer – 65479
£21,775
Southampton


We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

This position is available for external applicants as well as existing civil servants on level transfer or promotion. Secondments and loans will be considered on an individual basis.

Background:

Good administrative staff with excellent customer service skills are vital to the effective operation of the Courts, Tribunals and other offices within Her Majesty’s Courts and Tribunals Service (HMCTS). Most of the staff within HMCTS are employed in administrative roles. HMCTS embraces continuous improvement (CI) techniques to provide high standards of customer service.

Key Purpose:

Under the direction of the Legal Admin Team Leaders, assist in supporting the twelve benches in the South West Region, totalling approximately 1600 magistrates, working as part of a flexible team. The postholder will be expected to undertake a range of the functions and responsibilities specified, the exact nature of role is to be determined as the regional legal admin structure is developed. It is not intended that each post will be responsible for the full range of duties.

Continuous improvement tools and techniques are used in HMCTS and so there will be opportunities to exercise discretion and initiative and continually seek to improve, within a framework of systems and processes (SOPS). Problem solving is carried out by reference to CI techniques (e.g. problem-solving hubs) and comprehensive guidelines and instructions – complex or difficult issues are normally referred to or will involve a team leader or supervisor. In some positions, role holders will have regular contact with court/tribunal users, including members of the Judiciary and the legal profession. Administrative Officers work within a team with regular management support and are responsible for their own time, although there may be some opportunity to provide advice and carry out limited supervision of others.

Whilst the post holder will be allocated to a specific office base, there may be a need for flexibility to work on an ad hoc basis at other local HMCTS offices.

Key Responsibilities:

Administration

  • Assist with support to the Legal Team Managers in carrying out their functions in relation to Magistrates’ benches, panels and committees and Advisory Committees in the South West Region.
  • Assist with the preparation and organisation of training events for magistrates and legal staff as required.
  • Assist with the preparation, compilation and maintenance of Magistrates’ sitting rotas.
  • Assist with the handling and processing of Magistrates’ expenses claims.
  • Attend meetings of magistrates and legal managers as required.
  • Prepare and distribute documentation for meetings, including agenda, supporting documentation and minutes.
  • Sift and distribute mail and correspondence, drafting responses as directed.
  • Undertake additional support and administrative related assignments as required.

Drafting

  • Draft standard letters correspondence, minutes, and notes, as required.

Operations

  • Act as a point of contact for enquiries from magistrates and, partner agencies and court users.
  • Act as point of contact and liaise with operational colleagues across the clerkship and wider region as required
  • Prepare, produce and distribute correspondence, reports, papers, statistical returns and other documentation as required.
  • Maintain and update records, information systems and databases; this will include data inputting, initiating queries and running reports.

Checking and Verifying

  • Ensure compliance and administration documentation meet quality standards.

Collecting and Assembling Information

  • Collect and process data for the team to present reports for magistrates’ and legal managers’ meetings.

Undertaking Calculations

  • Produce basic statistical analysis reports and where required, process financial information

Communicating with the Public, the Judiciary, other Court and Tribunal Users and Representatives of other Agencies and Organisations

  • Communicate and work with the Judiciary, Magistracy, the Cluster Managers, Court staff, and other internal / external stakeholders, suppliers and customers to collect information, check facts, communicate or enforce judicial decisions. Give advice on the completion of forms or court procedures etc and provide excellent customer service
  • To deliver a helpful, prompt, polite and “right first time” service to our internal and external customers

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.

Essential Skills & Criteria:

  • Strong customer focus and service skills
  • Experience of working in an administrative role in a customer focussed environment
  • Proficient with IT and Microsoft Software packages
  • Excellent communication and organisational skills

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.

Application Process:

To apply for this position please complete the online application form, ensuring you provide the following:

Using the Success Profile STAR methodology, provide a 250-word statement against each of the following Behaviours (Level 1):

  • Working Together
  • Managing a Quality Service

A 250-word Statement of Suitability is also required. To complete this, please refer to the requirements in the Essential Skills and Criteria section (above) and outline the relevant personal skills, experience, strengths and behaviours you could bring to HMCTS.

If selected for interview, please note these may be required to be conducted via video conference. At interview stage you will be also tested, via verbal questions, against the following Success Profile Behaviours:

  • Working Together
  • Managing a Quality Service
  • Communicating & Influencing

Interviews will also test three Strengths.

Further information on Success Profile Behaviours and Strengths, as well as the required standards for this post (Level 1), can be found at:

https://www.gov.uk/government/publications/success-profiles

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.

Security Clearance:

Standard BPSS level vetting checks are required for this role.

Terms & Conditions:

Fixed Term Appointment

This appointment will be made on a 6-month fixed term basis.

Working Hours / Pattern:

Standard full-time working hours are 37 hours per week across 5 days between Monday – Saturday. Operating business hours are between 8am to 8pm Monday to Friday and until 4pm on Saturdays. Work hours will be agreed with local line managers and in conjunction with the business needs of the role but will not exceed 7hr 24minutes per day.

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.

Salary

£21,775

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

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.

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.

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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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

  • To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
  • To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
  • To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.



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