Job Overview

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.

An opportunity has arisen to join the Viscount’s Department as a part-time Court Services Case Officer.  The successful applicant will work with an experienced team of officers, primarily to support the work to select and manage juries.  The successful candidate will also support the wider work of the Department, including by supporting the conduct of inquests and coronial matters and the taking of evidence in civil and criminal proceedings.     

We encourage potential applicants to contact the Department to discuss the requirements ahead of submitting their application. For further information, please contact Nicki Hirst, Manager, Court Services Team on 01534 441402 or by email at n.hirst@courts.je

The Viscount’s Department is an equal opportunities employer, which values diversity.  Applicants must have entitled or entitled to work status. Please note that applicants for any role within the Viscount’s Department must declare any convictions including spent convictions.

Job Purpose

The purpose of this role is primarily to assist the Court Services Manager with the management of juries for criminal trials, but also in other aspects of the work of the Court Services Team, including in relation to the conduct of inquests.

Job Specific Outcomes 1 of 2

• Under the guidance of the Court Services Manager, provide administrative support for the process of selecting and managing juries for criminal trials in the Royal Court.

• Working closely with the Enforcement Team, manage the administration relating to the formation of a jury for a trial.  This will include work to support the drawing of names of potential jurors and the conduct of criminal records checks and the preparation and service of jury summonses.  The post holder will also deal with requests to be exempted from jury service and other related matters through to the actual trial date.

• To liaise with potential jurors via phone, email and in person, in particular relating to exemption from jury service.

• Prepare all necessary paperwork for jury trials under strict deadlines, ensuring accuracy at all times. Prepare documents for the Court for the first day of each jury trial, ensuring that all documents for the Court are present and appropriately referenced.

• Attend Court at the start of jury trials to assist with the verification of potential jurors and empanelment of the jury.

• Organise and administer the jurors’ lunches and parking arrangements.

• Carry out all the post jury trial administration. Maintain and update the department’s Jury selection computer software programme, “Tirage” as necessary.

Job Specific Outcomes 2 of 2

• Prepare the certificates of exemption from payment of judicial fees for persons of limited means after checking the financial information from the relevant legal firm or the applicant. Prepare all related documents and correspondence.
• Prepare and quality control Court Summonses and Records of Service generated by the Enforcement Section, ensuring final documents are produced to meet the tight deadlines of Court dates/ requirements for service.
• Provide, at the direction of the Court Services Team Manager,  support with administration in respect of coroner’s inquest proceedings. This may include communicating with the family, police, medical, forensic and other experts and lawyers.
• Set up inquests as directed, liaising with the Police Coroner’s Officer or other police officers, warn witnesses; attend inquests monitoring the recording of the proceedings; arrange the production of transcripts within requested timescales and archive digital recordings. Arrange video-conferencing for witnesses or family when required.
• Carry out all of the arrangements for Taking of Evidence hearings before the Viscount/Deputy Viscount and distribution of transcripts, as directed.
• Assist with the preparation and delivery of Court notices as directed by the Bailiff’s Chambers.
• Assist with keeping the necessary lists of Advocates, lawyers, Solicitors, Jurats fully up-to-date for this purpose.
• Carry out general office duties e.g. filing, photocopying, archiving, shredding, room-booking functions and mail.
• Assist, as required, in the general administrative and strategic functions of the Department and undertake all such other work as may be required or delegated by the Court Services Team Manager.
• Maintain a high level of confidentiality and work within relevant legislation and the Department’s Performance Management Standards.
• Exercise professionalism, discretion, firmness and compassion in the effective performance of the job.

Person specification

• Excellent proven administrative skills, including high level of proficiency in MS Office applications, Word, Outlook and Excel. The ability to adapt to new IT systems.
• In the absence of the Court Services Manager, be able to prioritise, organise and plan workloads with minimal supervision.
• Ability to judge a situation quickly and accurately due to the sensitive nature of the role. Respond showing maturity, flexibility and common sense to reach the best possible outcome.
• Ability to communicate effectively and confidently with members of the public, some of whom might be aggrieved, bereaved or distressed.
• Ability to communicate effectively and confidently with a wide variety of stakeholders including members of the Courts in Jersey, lawyers, the bereaved, Doctors, Consultants, Pathologists, Police, Funeral Directors, Registrars and any other service users.
• Be able/ willing to identify areas for improvement and assist with implementing change.

General skills / attributes

• Ability to work well in a team.
• Ability to work under pressure to meet deadlines and be flexible and adaptable.
• Resilience to deal on a daily basis with the subject matter of the work of the Court Services Team including the management of death and associated process.
• Have sensitivity and empathy and ability to deal with people in a calm but firm manner to avoid escalation into verbal or physical aggression.
• Attention to detail required when analysing documents and recording information relating to Court Services cases.
• Ability to deal with sensitive information and maintain a high level of confidentiality.

Qualifications

Educated to at least GCSE level.

Experience

Previous experience of working in an administrative role in an office environment.  Proven ability to work to deadlines and under pressure.