Admin Officer

Brook Street; Cardiff; On-site; Full time

Job summary

Brook Street is seeking an Administrative Officer for the Ministry of Justice in Cardiff. The role involves preparing court documents, managing a variety of administrative duties, and requires strong customer service skills. This temporary position offers a pay range of £12.21 - £12.53 per annum and the opportunity for further development within HMCTS.

Benefits

Flexible working hours

Support for veterans

Disability Confident Leader status

Qualifications

• Experience in an administrative role required.
• Good communication skills essential.
• Ability to work with the public and judiciary.

Responsibilities

• Prepare papers and files for court and tribunals.
• Manage correspondence and produce court documents.
• Handle enquiries and provide customer support.

Skills

Customer Service

Administration

Attention to Detail

Education

Good administrative skills

Job description

£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 to collect and assemble information to prepare for and run the daily TIB meeting, as required

Undertaking calculations

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

· 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.

· Spending limited sums of money on behalf of an office or unit.

· Calculate the anticipated numbers of Jurors to be called and manage the numbers to be as efficient as possible

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 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.

· 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.

If you feel you would be a good fit for this position, please apply direct.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.

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