Administrative Officer Summer Internship 2024

HMCTS provides administrative support for the legal system across England and Wales, they are also responsible for non-devolved tribunals in Scotland and Northern Ireland, ensuring justice works for everyone.

Our justice system defends our fundamental rights and freedoms. It is a cornerstone of our modern society and it must serve all those who call on it, when they call on it. From some of the most vulnerable people in our society, to families in crisis, claimants and commercial businesses – HMCTS has a responsibility to administer a justice system that is accessible to everyone and operates efficiently.

The role

These operational roles are primarily customer facing, requiring successful applicants to be office based to provide essential HMCTS services to the public. HMCTS offers a flexible working system in many of its offices, subject to business needs being met. As part of the Operational Delivery Profession, these roles contribute to the outward face of government, providing a variety of essential services to the public.

The role includes working in many different departments delivering service to customers in:

• Customer facing roles, including face-to-face contact with service users
• Preparing papers and files for court, tribunals, hearings and meetings
• Scheduling video hearings and data input onto in-house computer systems

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.

Key purpose

We are offering an exciting opportunity to come and join us on a temporary placement to support our courts over the summer period. These roles will give you an insight in to how our courts run, and you will be part of a team supporting the important work to ensure our courts and services run smoothly. Successful candidates will be 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.

In some positions, role holders will have regular direct contact with court / tribunal users, including members of the Judiciary, service users and the legal profession. Working within an administrative team, HMCTS will provide successful candidates with regular management support and ensure appropriate training is delivered.

Working as part of a flexible team, you will be expected to undertake a range of the responsibilities and functions specified. It is not intended that each post will be responsible for the full range of duties.

Successful candidates would be expected to work the full duration of the 12-week contract, with annual leave provided on a pro rata basis. As these placements provide business cover during peak leave periods, they will be office based only and we very much encourage applications from those able to commit to working a full 37hr working week for the duration of the placement.

Key responsibilities

Administration

• Preparing papers and files for court, tribunals, hearings and meetings
• Producing court/tribunal documents
• Creating and updating records on in-house computer system and data input
• Draft 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
• Resulting courts accurately, interpreting accurately the information required on a court file
• Handling counter (face to face), written and telephone enquiries
• Seek innovative ways to use problem solving tools to continually improve the customer experience
• Modify / adjust information and make decisions to ensure relevant guidance is given to service users

Checking & verifying

• Documents, records, accounts, claims and returns for approval, results, statistics, plans etc. against criteria, regulations or procedures
• Ensuring compliance and that administration documentation meets quality standards
• Role holders may be required to cross check and validate work completed by colleagues

Collecting & assembling information

• For returns, results, accounts, statements, warrants, statistical analysis, reports etc.
• Work may require interpretation of source materials, preparation of bundles, chasing

Communication

• Communicate and work with the Judiciary, Magistracy, the Cluster Managers, Court staff, and other internal and external stakeholders, suppliers to provide excellent customer service
• To deliver a helpful, prompt, polite and “right first time” service to our internal and external customers

Other duties

You are 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.

Essential skills, knowledge and criteria

• Ability to work collaboratively in a team environment
• Excellent communications skills
• Strong IT, administration and organisational skills
• You must be eligible to work in the UK for the entire duration of the internship

Locations

Role availability varies by location. No alternative working arrangements are available and once placements are confirmed no location changes can be accommodated. You will be given the option to select up to 3 preferred locations for your placement. Please ensure you only select locations that you would be willing to commute to and work from for the whole duration of the placement. Whilst the post holder will be allocated to a specific office base, there may be a need for flexibility to work on a regular or ad hoc basis at other local HMCTS offices.

Application process

To apply for this position please complete the online application form, ensuring you include a 250-word Statement of Suitability. To aid completion, please refer to the requirements in the Essential Skills, Knowledge and Criteria section (above) and outline the relevant personal skills, experience, strengths and behaviours you could bring to HMCTS.

You will also be required to demonstrate in 250 words against each of the following Experience based questions:

1) Provide an example of where you have collaborated with colleagues / others to provide excellent customer service

2) Provide an example of how you have had to prioritise workloads and manage deadlines in a fast-paced customer environment

Selection process

The selection process will be conducted on written applications only. No formal interview will be required as part of this selection process. If selected for appointment, we will try to match your selected location preferences but if vacancies in those do not exist, we may offer employment at alternative nearby locations.

Please note, dependent on volumes of applications received, the sift stage may be based solely on your Statement of Suitability.

A Merit List of applicants meeting the required selection criteria will be kept for up to 6 months.