Job Description

Our client located in Blackburn is seeking an experienced Administration Officer to work Tuesday - Friday (four days) - 30 hours each week.

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

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.Standard letters and correspondence, minutes, notes,
reports, submissions etc, according to guidelines and
instructions.
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.


external stakeholders, suppliers and customers