Job Overview

An exciting opportunity has arisen to join the Viscount’s Department as a Business Support Officer. In this new post, the successful applicant will undertake a variety of key administrative tasks which will help the senior leadership team with the delivery of the department goals. Responsibilities include managing essential suppliers, liaising with external stakeholders both over the phone and in person, assisting with the maintenance of the department records in accordance with data protection and record retention requirements, and contributing to continuous improvement initiatives. Ideal candidates will be proactive, detail orientated, and capable of working collaboratively within a dynamic team.

The Viscount’s Department plays a vital role in protecting the financial interests of vulnerable people, investigating deaths, enforcing court orders, and managing juries. The Department also deals with bankruptcies and with the seizure and management of assets, including assets that may be the proceeds of crime. Officers in the Viscount’s Department employ a range of skills and specialist knowledge to analyse issues and find solutions to a variety of challenges as part of a diverse and multidisciplinary team.

If you would like an informal discussion about this role please contact Linda Barrett, Information Manager, Viscount’s Department, on 441303.

The Viscount’s Department is an equal opportunities employer, which values diversity. Applicants must have entitled or entitled to work status.

Job Purpose

To provide comprehensive, efficient, accurate and confidential business and administrative support to the Viscount’s Department.

Grade 5 officers will be those newly appointed into the role who do not have operational experience of the relevant processes, databases and systems of the Court Service.

Grade 6 officers will have greater responsibility and freedom to act, demonstrable expertise on the specialist databases and systems of the Court Systems and government, good practical knowledge of the purchasing, travel and finance systems and, proven experience of supporting several divisions of the Court Service as well as the ability to train and mentor colleagues on systems and processes. This would normally be achieved with a minimum of 4 years in the department. Grade 6 officers without operational experience in the Court Service will have substantial directly relevant experience from elsewhere within the public or private sectors e.g. a law firm.

Job Specific Outcomes 1 of 2

• Provide a broad range of administrative support services to the Viscount’s Department using initiative and drawing on experience to anticipate business needs and respond accordingly.
• Support the Senior Management Team of the Viscount’s Department as directed and respond to practical queries using initiative and judgement to prioritise tasks and duties.
• Organise, input into and monitor databases (including PlainSail) to ensure accurate recording; undertake analysis and produce reports, and other relevant documentation to help ensure the smooth running of the Court Service and provide the Viscount’s Department with the information it needs to support decision-making.
• Assist the Chief Operating Officer and Information Manager on corporate, human resources, IT, administration and maintenance matters
• Proactively review relevant systems and processes within own area of work and make recommendations to continuously improve efficiency and performance, contributing as part of the wider administration team.
• Communicate with external stakeholders as directed by more senior colleagues. Develop and maintain an awareness of other teams and services activities, building positive relationships with them to help provide a collaborative service to the department.
• Manage the central order system for the supply of all equipment and consumables to the department, ensuring appropriate stock levels. Liaise with the department’s suppliers and other contractors.

Job Specific Outcomes 2 of 2

• Undertake purchasing activities in accordance with corporate procurement policies. Process invoices for payments on relevant finance systems, and any relevant financial administrative processes required on behalf of management ensuring they adhere to the public finance manual.
• Maintain confidentiality of sensitive personal information to ensure compliance with data protection requirements.
• Assist with front office duties across the divisions of the Viscount’s Department as required, ensuring excellent front office and messenger services are always maintained.
• Any other reasonable duties as required including filing, scanning and running database

Statutory Responsibilities

Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.

Person specification

Qualifications

Essential

• Educated to A level standard or NVQ level 3 in business administration or equivalent experience.

Knowledge

Essential

• Experience of supporting in a business administrative capacity.
• Knowledge of operating across a number of systems and adjusting specialist systems.

Desirable

• Knowledge of legal terminology, procedure and practice.

Technical Work Based Skills

Essential

• Proficient in using computer applications e.g., Microsoft Office.
• Attention to detail and a high degree of accuracy. The ability to record and retrieve information accurately with minimum supervision.

General skills / attributes

Essential

• Effective written and oral communication skills with all stakeholders.
• Flexible and adaptable to change.
• Able to prioritise effectively and to manage own workload within agreed timelines and escalate where issues arise.
• Organised and self-motivated.
• Ability to communicate effectively with colleagues.
• Able to deal with routine challenges autonomously, some with a moderate level of complexity.
• Ability to understand and interpret statutes to perform duties e.g., Royal Court Rules, Stamp Duty.
• Able to maintain the highest level of confidentiality, discretion and integrity always.

Experience

Essential

• Practical relevant work experience in the provision of broad administrative support.
• Proven ability to manage a varied workload.
• In depth understanding of administrative methods learned through direct job experience

Desirable

• Experience of working in a legal environment.

Core Accountabilities, Attributes and Behaviour Indicators

Appointees to this role will be required to adhere to and perform their duties in line with the standards identified in the States of Jersey Tier 6 core accountabilities, attributes and behaviour indicators.