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Moj Jobs – Admin Officer

Ministry of Justice

Job Description:

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). Problem solving is carried out by reference to lean 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.
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.

Job Responsibilities:

  • Role holders will need to collect and assemble information to prepare for and run the daily TIB meeting, as required
  • To work as a team to problem solve, to assess the impact of new SOPS, to contribute to small projects
  • Role holders may be required to cross check and validate work completed by colleagues.
  • Spending limited sums of money on behalf of an office or unit.
  • Preparing papers and files for court, tribunals, hearings and meetings.
  • Role holders will need to modify and adjust information and make decisions to allow work to be completed.
  • For returns, results, accounts, statements, warrants, statistical analysis, reports etc.
  • Work may require interpretation of source materials, preparation of bundles, chasing.
  • To deliver a helpful, prompt, polite and “right first time” service to our internal and external customers
  • Resulting courts accurately, interpreting accurately the information required on a court file
  • Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc, including the use of chip and pin
  • Clerking civil and family courts, tribunals and hearings, ensuring papers and materials are available and up to date
  • Including standard documentation and information, court orders, claims, fines and fees, legal aid
  • Producing court/tribunal documents.
  • Assisting court users, supporting listing and rota management, checking files
  • To work to workload targets in terms of throughput and accuracy
  • Ensuring compliance and administration documentation meet quality standards.
  • To work as a team to ensure TIB (Team Information Board) meetings are relevant, timely and productive
  • Standard letters and correspondence, minutes, notes, reports, submissions etc, according to guidelines and instructions.
  • Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures.
  • Booking, preparing and organising meeting rooms, supporting training courses and other group activities.
  • Handling counter (face to face), written and telephone enquiries.
  • To undertake ad hoc roles within the band such as Jury Bailiff Officer, L+D Co-ordinator, H+S roles
  • Preparing meeting agenda, joining instructions, handouts etc.
  • Produce basic statistical analysis reports and where required, process financial information.
  • Calculate the anticipated numbers of Jurors to be called and manage the numbers to be as efficient as possible
  • Creating and updating records on in-house computer system and data input.
  • Post opening and dispatch.
  • General photocopying and filing.
  • Checking the work of others, updating records, assessing the value of goods and/or property, reconciling accounts, preparing invoices, information gathering and running straightforward reports.
  • Communicate and work with the Judiciary, Magistracy, the Cluster Managers, Court staff, and other internal and 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.

Job Requirements:

Qualification & Experience:

  • Processing roles in HMCTS for example Staff at the County Courts Money-Claims Centre and Courts and Tribunal
  • Face-to-face roles in HMCTS for example a court usher
  • 5 GCSE passes (or equivalent) grades A*-C, or NVQ Business Administration level II or Administrative experience.
  • Relevant computer skills to undertake the level of work required.
  • Contact Centre roles in HMCTS for example call centre advisers

Job Details:

Company: Ministry of Justice

Vacancy Type:  Full Time

Job Location: Birmingham, England, UK

Application Deadline: N/A

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