Job Description

The ideal candidate will be expect to contribute to the effective and efficient management and progression of cases, providing administrative support to the local Family Court Advisors and Service Managers, including such areas as monitoring case progression, receiving referrals from the Intake Team, creating updating and closing cases, saving relevant documents, sending letters and information packs to service users, following up any missing information, telephone and reception duties, and other general administrative support as required. Post holders are expected to fully participate in local and corporate meetings as necessary.
Precise duties will vary depending on whether support Public or Private Law Teams (or both), and roles may be required to work across both areas as necessary.

This is a temporary role to commence as soon as an enhanced DBS is obtained and the role is expected to run until March 2020, the rate of pay is £8.50 per hour for the first 12 weeks increasing to £9.44 per hour thereafter in line with agency workers regulations.

MAIN DUTIES AND RESPONSIBILITIES

Safeguarding

1. To have an understanding of the commitment to safeguarding children within the organisation, and to support and contribute to organisational wide activities to meet statutory and professional responsibilities with regard to safeguarding children.
2. Provide administrative support to ensure that relevant safeguarding checks have been completed where necessary and updated in ECMS.


Service Effectiveness Including Information Management

3. To work with the Team in ensuring timely electronic receipt of new applications for private law cases. Ensuring that electronic case files are set up and the work is allocated to the local Work to First Hearing Practitioner Team.
4. Gather, check or verify information as required to ensure case details are accurately captured and recorded, alerting Managers of missing information where necessary.
5. Produce and send letters or other information to service users, utilising available templates. Examples include appointment letters and welcome packs.
6. Share information or notify other stakeholders or agencies such as Local Authorities, Independent Reviewing Officers, solicitors and the courts.
7. To ensure that public law electronic files are created and updated with court orders and reports at key case milestones. Liaise with Service Managers and FCAs to ensure timely case closures on ECMS and run data validation reports in order to ensure a high level of data accuracy.
8. To maintain internal records as required, including input into databases and systems, the maintenance of office records and filing systems (hardcopy and electronic). Ensuring compliance with data protection legislation and information assurance policy and procedures at all times.


Support to Achieve Effective Service Delivery


1. To provide a comprehensive administrative support service to the team, including liaison with Court staff to monitor case progression, problem solving on a day to day basis, and provide administrative support to Service Managers and FCA colleagues as appropriate and needed including scheduling and booking of meetings and sending reminders.
2. Receive and process or distribute information or incoming mail whether digital or in hardcopy. Provide support for sending physical mail if required.
3. To draw up and maintain effective court duty and office duty rotas.
4. To assist in the management of team resources e.g. booking systems for hire cars, training rooms and equipment etc.
5. To ensure directories, lists and other information used by staff or supplied to service users are up-to-date and fit for purpose.
6. To offer general IT support and assistance to new members of staff as part of the induction process.
7. Monitor and maintain stock levels of office supplies, re-ordering as necessary; to include IT kit, stationery, mobile phones etc.
8. Raise pu