Administrative officer Job at Brook-St Hiredonline (Bromley, London)

Job Description

Admin Officer - Bromley Magistrates. This is a temporary contract role until September 2026 for Admin officer's role with an immediate start date (Compliance dependant) for a six month duration with a possible extension offering 5 days in office work setting and a London location. (Bromley). 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 Lean principles and continuous improvement techniques to provide high standards of customer service. 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.

Job Responsibility

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
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

Requirements

5 GCSE passes (or equivalent) grades A*-C
NVQ Business Administration level II
Administrative experience
Relevant computer skills to undertake the level of work required

What we offer

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