20 Apr

Administrative Officer Jobs Vacancy at Ministry Justice Aberdeen

Position
Administrative Officer
Company
Ministry Justice
Location
Aberdeen SCT
Opening
20 Apr, 2018 30+ days ago

Ministry Justice Aberdeen urgently required following position for Administrative Officer. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Officer Jobs Vacancy at Ministry Justice Aberdeen Jobs Details:

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 continuous improvement (CI) 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 CI 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

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.

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.

Key Civil Service Competencies

You will be required to provide evidence of the following key competencies at Level 1.

Effective Behaviour

People who are effective are likely to…

Changing and Improving

Making Effective Decisions

Leading and Communication

Collaborating and Partnering

Managing a Quality Service

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 usher
  • Contact Centre roles in HMCTS for example call centre advisers
  • Processing 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.

The jobholder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.
Additional Information

Working Arrangements & Further Information

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.

  • Access to flexible benefits such as salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.

  • Paid paternity, adoption and maternity leave.

  • Free annual sight tests for employees who use computer screens.


Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Interview dates
Expected w/c 28th May 2018 & w/c 4 June 2018
Contact information

Closing Date: 7th May 2018 at 23:55 hours

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference.

Level of security checks required
Baseline Personnel Security Standard (BPSS)

To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.

For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

  • You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
  • You were studying abroad
  • You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

Competencies

You will be required to provide statements describing your skills and experience relevant to each of the stated competencies below.

We recommend that you structure your example as Situation, Task, Action and Result.

For further details on civil service competency framework see

https://www.gov.uk/government/publications/civil-service-competency-framework

In the event of a large number of applications, a sift on the lead competency may take place. If this happens, the lead competency will be the first one listed in the advert.

During the application or interview process, you may be asked to undertake an additional assessment. If this is applicable this will be listed in the advert or when you are invited to interview.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk) in the first instance
Competence 1
Leading and Communicating
Competence 2
Managing a Quality Service
Competence 3
Making Effective Decisions
Competence 4
Changing and Improving
Role specific language requirements
Recent changes to the law stipulate that public sector workers in customer-facing roles have to be able to speak fluent English (in Wales they can speak fluent English or Welsh). This is in order to help provide higher quality public services to the public. The requirement applies to currently serving staff as well as new recruits to customer-facing roles.


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