Admin officer Job at Brook-St Hiredonline (Cardiff)

Job Description

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.

Job Responsibility

Preparing papers and/or digital 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
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
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, Learning and Development Co-ordinator, Health and safety roles
Processing casework including standard documentation and information, court orders, claims, fines and fees
Resulting courts accurately, interpreting accurately the information needed 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 have 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 needed
Undertaking calculations
Produce basic statistical analysis reports and where needed, 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 effectively and work with all court staff, Judiciary and internal and external stakeholders
To deliver a helpful, prompt, polite and "right first time" service to our internal and external customers

Requirements

Strong customer focus and service skills
Experience of working in an administrative role in a customer focussed environment
Proficient with IT and Microsoft Software packages
Excellent communication and organisational skills
Customer Service and Administrative skills

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