Administrative Officer

Brook Street; Swansea; On-site; GBP 20,000 - 25,000; Part time

Job summary

A leading recruitment agency is seeking an Administration Assistant to work within the Ministry of Justice in Swansea. Key responsibilities include preparing documents for court, producing court papers, and handling various administrative tasks. Ideal candidates will possess 5 GCSEs or equivalent in addition to relevant computer skills. This temporary position offers the chance to support HCCTS operations in a dynamic environment.

Qualifications

• 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.

Responsibilities

• Prepare papers and files for court, tribunals, hearings and meetings.
• Produce various court and tribunal documents.
• Clerk civil and family courts, ensuring materials are available.
• Assist court users and handle enquiries.
• Collect and assemble information for reports.
• Produce basic statistical analysis reports.

Skills

Administrative skills

Communication skills

Teamwork

Attention to detail

Education

5 GCSE passes (or equivalent) grades A*-C

NVQ Business Administration level II

Tools

In-house computer system

Job description

Brook Street have a fantastic opportunity to work with in the Ministry of Justice in Swansea as a Administration Assistant on a temporary basis. Please see below specification and apply direct if you feel you would be a great fit for their team.

Purpose of this position:
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)

Key Duties of an Administration Officer include but are not limited to:

• 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, 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 coordinator, 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

Skills and qualifications:
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.

Please apply by uploading your CV

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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