Administrative Officer reference: 5921259212

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

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). NCES responsibilities include the collection of criminal fines. 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

About NCES

The National Compliance and Enforcement Service plays a central role in delivering justice by working alongside the criminal courts in England and Wales to ensure convicted parties comply with fines and other financial penalties imposed by the courts. The NCES is a large and complex business unit, employing over 1200 staff across multiple locations across England and Wales through which flows some £500m per annum. You will help deliver HMCTS’ responsibilities for the enforcement of Fines, Confiscation Orders, Community Penalty Breach Warrants and other enforcement work.

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. As an Administrative Officer working in the NCES, your role will include general administrative duties and will require you to deal with the general public, defendants and outside organisations sometimes dealing with difficult customers and situations. You may also be required to work in a call centre type environment or directly in the handling of cash and certain related functions.

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.

· Collection of financial impositions imposed by the court.

· Enforcement of financial impositions using designated Fines Officer Powers.

· 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

· Conducting Means Interviews with defendant mainly over the phone but face to face in some instances.

· Assisting at Enforcement Courts and hearings, ensuring papers and materials are available and up to date.

· Contacting relevant parties, scheduling, serving court documents, executing a range of warrants, collecting fines and fees etc.

· 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.

Processing Casework

· Including standard documentation and information, court orders, claims, fines, fees, maintenance and fixed penalty tickets.

· 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 files, obtaining updates.

· 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.

Communicating

· Communicate and work with Enforcement Delivery Managers, Judiciary, Magistracy, Cluster 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.

Success Profiles Assessment approach

The application will assess you on behaviours. Behaviours are the actions and activities that people do which result in effective performance in a job.

The Civil Service has defined a set of behaviours that, when demonstrated, are associated with job success. Civil Service Behaviours are specific to the grade level of the job role.

The examples of the behaviours are designed to give an overview of what is expected of individuals at each level. There is no expectation that all individuals will need to demonstrate every part of each example to be successful.

To apply please complete the online application form. We will assess you against these behaviours during the selection process:

Delivering at Pace

Always work with focus and pace to get the job done on time and to a high standard.Follow the relevant policies, procedures and rules that apply to the job. Use own knowledge and expertise to organise work.Keep focused on delivery and take responsibility for the quality of work produced.Keep a consistent level of personal performance. Keep managers and stakeholders updated on how work is progressing.

Making Effective Decisions

Use guidance, analyse relevant information, and ask colleagues for input to support decision making.Identify and deal with any errors or gaps in information before making a decision. Consider the diverse needs of those affected by decisions and how it will impact them. Provide advice and feedback to support others in making accurate decisions. Ask others to clarify decisions when confused and query any issues that arise constructively

Communicating and Influencing

Put forward your views in a clear, constructive, and considerate manner.Use an appropriate method of communication for each person such as an email, telephone call or face-to-face, taking into consideration their individual needs. Use plain and simple language, being careful to check written work for errors.Consider the impact of language used on different groups of stakeholders.Remain honest and truthful when explaining opinions.Listen and ask questions to ensure your understanding.

Working Together

Proactively contribute to the work of the whole team and remain open to taking on new and different roles.Get to know your colleagues and build supportive relationships.Listen to alternative perspectives and needs, responding sensitively and checkingunderstanding where necessary.Ask for help when needed and support others when the opportunity arises.Be aware of the need to consider your own wellbeing and that of your colleagues.Understand that bullying, harassment, and discrimination are unacceptable.

Find out more about Success Profiles and Behaviours

Operational Delivery in HMCTS

This role is part of the Operational Delivery Profession. Operational delivery professionals are the outward face of government, providing essential services to the public in a variety of roles. They work in many different departments and agencies across the breadth of the UK, delivering service to customers in

Face-to-face roles in HMCTS for example a court usherContact Centre roles in HMCTS for example call centre advisersProcessing roles in HMCTS for example Staff at the County Courts Money-Claims Centre and Courts and Tribunal Administration

Being part of the operational delivery profession means belonging to a cross-government community of people. This will offer you access to information on professional standards, skills development and qualifications to help you continue to improve your development and performance and expand your career options.