22988 - Personal Assistant to Regional Employment Judge/Admin Officer

Ministry of Justice UK•Town of Wales, NY

6d•Onsite

About The Position

Our Personal Assistants /Admin Officers play a critical role, providing excellent administrative support and customer service to court users, judiciary and management. HM Courts & Tribunals Service (HMCTS) is responsible for the administration of criminal, civil and family Courts and Tribunals in England and Wales. Our roles support our court users and colleagues within HMCTS, where people and businesses access potentially life-changing justice. We’re looking for individuals who are committed to public service and making a difference in people’s lives to deliver justice. If you are interested in developing a career with a real purpose, please apply. Tribunals are specialist courts whose judges and members hear a wide range of cases, such as tax, employment, and immigration and asylum. Tribunals often sit as a panel, incorporating a legally qualified Tribunal Judge as well as panel members with specific areas of expertise. Some tribunals have limited powers to impose fines and penalties or to award compensation and costs. Other types of tribunal decisions might result in the allowance or disallowance of a benefit, leave or refusal to stay in the UK, or the extent of provision of special educational help for school-age children. You will be assigned to teams to carry out a variety of general administrative duties to progress cases through the tribunal system or provide support to other functions within HMCTS.

Requirements

Friendly and approachable manner with excellent customer service skills.
Typing skills.
Ability to work effectively alongside another colleague as a job share.
Customer service experience.
Administrative experience.
IT experience.
Attention to detail.
Communication skills.
Organisational skills.
Ability to type, including audio typing (desirable).

Nice To Haves

Audio typing skills.

Responsibilities

Provide excellent administrative support and customer service to court users, judiciary and management.
Carry out a variety of general administrative duties to progress cases through the tribunal system or provide support to other functions within HMCTS.
Make travel arrangements and hotel bookings.
Manage diaries, including the E-judiciary diary.
Update the outstanding Judgments spreadsheet on a weekly basis.
Arrange training dates and venues, liaise with judges & Non-Legal Members, and update records on One Note.
Maintain a confidential filing system.
Collate papers/open file when the Regional Employment Judge is attending a meeting.
Maintain the Judicial Mediation report.
Type minutes of meetings such as User Group Meetings.
Attend events at locations to support the Regional Employment Judge as admin assistance.
Prepare syndicate group lists.
Attend hotel on day prior to event to collate paperwork and set up room; run through the events of the day with the hotel co-ordinator.
Notify the President’s Office regarding Special Leave/Sick Leave, complete and send forms to HQ.
Email monthly sick records for Fee Paid Employment Judges and Salaried Judges.
Liaise with the President’s office regarding Non-Legal Members appointments post-retirement and extensions of appointment.
Keep records of appointments due to finish and those to be extended.
Send Valedictory letters to NLMs.
Arrange job-shadowing, maintain records and send to the President.
Log complaints and update letters of complaint at the request of the Regional Employment Judge, ensuring copies relating to an NLM are put on their file.
Arrange Appraisal dates and keep the Appraisal database up to date.
Open new files for New Fee Paid Employment Judges, arrange security badges/building passes, and maintain records of oath taking, induction training etc.
Ensure Judicial Review Files are dealt with promptly and open new files.
Keep the Regional Employment Judge updated with email addresses when an Non-Legal Member starts or finishes.
Update annual leave records.
Arrange salaried welfare meetings.
Maintain a record of Welsh Language hearings for the Wales Support Unit.
Provide general support to the Salaried Judges as and when required.
Work effectively alongside another colleague as a job share.
Deal with correspondence from the Employment Tribunal President’s office.
Manage Judge’s Sick leave/special leave.
Manage retiring NLMs / Judges correspondence.
Act as the first point of contact for JoHs, dealing with phone calls/email.
Arrange meetings such as User Group Meetings, Litigant in Person working party meetings, WETMA.

Benefits

Annual Leave: 25 days on appointment, increasing to 30 days after five years’ service.
Scheme to buy or sell up to three days leave each year.
Additional paid time off for public holidays and 1 privilege day.
Choice of pension schemes.
Extensive range of training and development opportunities.
Opportunity to join employee-run networks.
Family Friendly policies such as opportunities to work reduced hours or job share.
Access to flexible benefits such as voluntary benefits, 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.