Job Description

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.
Clerical Assistants provide general admin support to the various teams within the court/tribunal/office or provide support to other functions within HMCTS. Although many of the tasks are straightforward, regulated by well-established guidelines and/or detailed instructions, some initiative may be required. Advice is readily available and standard procedures are usually followed. Clerical Assistants work within a team with regular management support and are responsible for their own time.
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.
Key responsibilities may include:
Administration

• Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers
• Creating, updating, distributing and tracking files, bundles, documents, tapes;
• Creating and/or maintaining databases, lists, manuals; completing documents including standard letters, forms, applications, orders, records, registers, statistics etc. with clearly defined information using electronic and paper systems.
• Maintaining the Court Library (including e-transcripts and books)
• Sorting and delivering lists of hearings for internal and external notice boards

Correspondence

• Copy/audio typing, completing standard letters, forms, registers, etc where the information is clearly defined.
• Straightforward drafting such as acknowledgements and receipting, confirmations, court orders, warrants etc.
• Amending standard instructions, manuals and directories, circulating and distributing documents, journals etc.

Post Handling

• Opening, sorting, distributing and dispatching post
• Collecting and delivering post from appropriate offices

Monitoring Stock

• Including stationery and other supplies against requirements and inventories, establishing requirements, completing order forms, stock distribution
• Collecting and distributing stationary around the offices

Data Entry and recording

• Resulting, checking accuracy and completeness against guidelines or a proforma,
• Straightforward money handling e.g. issuing jury payments, spending petty cash under instruction.

Operating equipment

• Office and court equipment e.g. computers, fax machines, scanners, photocopiers, franking machines, switchboards, messaging equipment, tape and video recorders etc.

Handling telephone calls

• Answering standard enquiries and passing messages to others.

Arranging meetings

• Using electronic diaries, booking rooms and accommodation, making travel arrangements.

Reception of parties to court

• Preparing rooms for hearings, tribunals, trials, meetings etc.
• Providing Usher cover as necessary

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.

Behaviors

We'll assess you against these behaviors during the selection process:

• Managing a Quality Service
• Working Together
• Changing and Improving

Benefits

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A civil service pension
• Annual Leave
• Public Holidays
• Season Ticket Advance

Required Knowledge, Skills, and Abilities