Admin Officer

£12.21 - £12.53 per annum + Increase to £12.53 after 12 weeks

Brook Street currently have a fantastic opportunity to work with the Ministry of Justice based in Cardiff on a temporary basis. This position is to start as soon as possible, DBS clearance dependant.

Hours - Full time, 37 hours per week (Mon-Fri)
Pay - £12.21 for the first 12 weeks, increasing to £12.53 thereafter

Background

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

The key purpose of the role

Administrative Officers are assigned to teams to carry out a variety of general administrative duties to progress cases through the court/tribunal system or provide support to other functions within HMCTS. 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).
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.

Working as part of a flexible team, the postholder will be expected to undertake a range of the functions and responsibilities specified. It is not intended that each post will be responsible for the full range of duties.

Key responsibilities

Administration

· Preparing papers and files for court, tribunals, hearings and meetings.

· Producing court/tribunal documents.

· General photocopying and filing.

· Creating and updating records on in-house computer system and data input.

· Post opening and dispatch.

· Booking, preparing and organising meeting rooms, supporting training courses and other group activities.

· Preparing meeting agenda, joining instructions, handouts etc.

Drafting

· Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions.

Operations

· Clerking civil and family courts, tribunals and hearings, using current audio/video systems where parties attend remotely, ensuring papers and materials are available and up to date.

· Assisting court users, supporting listing and rota management, checking files

· Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc, including the use of chip and pin

· Handling counter (face to face), written and telephone enquiries.

· To work as a team to ensure TIB (Team Information Board) meetings are relevant, timely and productive

· To work as a team to problem solve, to assess the impact of new SOPS, to contribute to small projects

· To undertake ad hoc roles within the band such as Jury Bailiff Officer, L+D Co-ordinator, H+S roles

Processing casework

· Including standard documentation and information, court orders, claims, fines and fees, legal aid

· Resulting courts accurately, interpreting accurately the information required on a court file

· To work to workload targets in terms of throughput and accuracy

Checking and verifying

· Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures.

· Ensuring compliance and administration documentation meet quality standards.

· Role holders may be required to cross check and validate work completed by colleagues.

Collecting and assembling information

· For returns, results, accounts, statements, warrants, statistical analysis, reports etc.

· Work may require interpretation of source materials, preparation of bundles, chasing.

· Role holders will need to modify and adjust information and make decisions to allow work to be completed.

· Role holders will need…