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Administrative Officer AO - Band E

Brook Street NMRMaidstone, ENG, GB

12 days ago

Job type

Full-time

Job description

Job Description

We've got a great opportunity for a long term temp role within the Maidstone Courts, to join a fast-paced office, working as part of the admin team.

Overview :

Full time 37 hrs per week
Monday - Friday
Long term Temporary ongoing role
Pay - £12.36 - £12.53 per Hour
Location - Maidstone
Start date ASAP

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 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). 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.

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, 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

Skills & 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.

If you are interested in this position, please apply below

Brook Street are 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.

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.

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Administrative Officer • Maidstone, ENG, GB