Personal Assistant to Regional Employment Judge/Admin Officer (Ref: 19264)

Job summary

Please refer to Job Description

Job description

Proud to serve. Proud to keep justice going.

Our Personal Assistants /Admin Officers play a critical role, providing excellent administrative support and customer service to court users, judiciary and management.

About us

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.

Your role

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.

Your skills and experience

Friendly and approachable manner with excellent customer service skills.

• Travel arrangements and hotel bookings.
• Diary management (such as E-judiciary diary).
• Update outstanding Judgments spreadsheet on a weekly basis

· Training – dates, venues & liaison with judges & Non-Legal Members, updating records on One Note

• Maintain a confidential filing system.
• Collate papers/open file when Regional Employment Judge is attending a meeting.
• Typing
• Maintain Judicial Mediation report
• Type minutes of meetings such as User Group Meetings.

· Training/Meetings: dates, venues & liaison with judges & Non-Legal Members, updating records on One Note. 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.

• Notifying the President’s Office regarding Special Leave/Sick Leave. Forms to be completed and sent to HQ. Email on a monthly basis sick record for Fee Paid Employment Judges and Salaried Judges.
• Liaison with President’s office –Non-Legal Members appointments post-retirement. Extensions of appointment: Keep records of appointments due to finish and those to be extended. Valedictory letter to be sent to NLM.
• Arrange job-shadowing, maintain records and send to President.
• Complaints: Log complaint and update letters of complaint at the request of the Regional Employment Judge ensuring copies of any relating to a NLM are put on their file
• Arrange Appraisal dates and keep Appraisal database up to date
• New Fee Paid Employment Judges: Open new file, Arrange security badge/building pass. Maintain records of oath taking, induction training etc.
  Judicial Review Files: Ensure these are dealt with promptly; open new file.
  Keep Regional Employment Judge updated with email addresses when either an Non-Legal Member starts or finishes.
• Update annual leave.
• 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

· Dealing with correspondence from Employment Tribunal President’s office

· Judge’s Sick leave/special leave

· Managing retiring NLMs / Judges correspondence

· First point of contact for JoHs – dealing with phone calls/emails

• Arranging meetings – User Group Meetings, Litigant in Person working party meetings, WETMA

Further details:

These operational roles are customer facing, requiring successful applicants to be office based to provide HMCTS services to the public. Standard full time working hours are 37 hours per week. HMCTS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs and are agreed prior to appointment. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Lead Criterion: Statement of Suitability. A sift based on the statement of suitability may be held if a large number of applications are received.

Skilled Worker Visa

From 22 July 2025, the Government increased the salary threshold and skills level for Skilled Worker visas. This role does not meet the eligibility criteria for sponsorship in accordance with the current immigration rules if you looking to apply for a Skilled Worker Visa for the first time.

The Department cannot consider sponsoring you for this role unless you have held a Skilled Worker visa continuously since before 22 July 2025. If you have held a Skilled Worker visa continuously, please raise this during your vetting checks and eligibility will be assessed in accordance with the immigration rules and transitional provisions in place.

If you are applying for this role and you do not meet the new eligibility criteria for sponsorship (or the transitional provisions), you will need to consider your options for obtaining and/or maintaining your right to work in the UK in light of these changes. Successful applicants must ensure they have and maintain the legal right to live and work in the Civil Service and in the United Kingdom.

The Department will continue to comply with UK Immigration Rules applied in the UK and Civil Service. You can read more about Skilled Worker visas and the eligibility criteria here.

Further information.

Base Location – Wales Employment Tribunal, 3rd Floor, Cardiff Magistrates’ Court, Fitzalan Place, Cardiff, CF24 0RZ.,

Desirable Skill –Typing including audio typing.

Minimum part time hours acceptable would be 30 hours over 4 days.

For a full job description, please see the supporting document in the advert below before applying.

Welsh Version

Yn falch o wasanaethu. Yn falch o gynnal cyfiawnder.

Mae ein Swyddogion Gweinyddol yn chwarae rôl hollbwysig, gan ddarparu cymorth gweinyddol a gwasanaeth cwsmeriaid ardderchog i ddefnyddwyr llys, y farnwriaeth a rheolwyr.

Amdanom ni

Mae Gwasanaeth Llysoedd a Thribiwnlysoedd Ei Fawrhydi (GLlTEF) yn gyfrifol am weinyddu'r llysoedd a thribiwnlysoedd troseddol, sifil a theulu yng Nghymru a Lloegr. Mae ein rolau’n cefnogi defnyddwyr ein llysoedd a’n cydweithwyr o fewn GLlTEF, lle mae pobl a busnesau’n cyrchu cyfiawnder a allai newid bywydau. Rydym yn chwilio am unigolion sy’n ymrwymedig i ddarparu gwasanaeth cyhoeddus ac sydd am wneud gwahaniaeth ym mywydau pobl i sicrhau cyfiawnder. Os oes gennych chi ddiddordeb mewn datblygu gyrfa gyda phwrpas go iawn, ymgeisiwch.

Eich rôl

Llysoedd arbenigol yw tribiwnlysoedd y mae eu barnwyr yn gwrando amrywiaeth eang o achosion, fel achosion treth, cyflogaeth ac mewnfudo a lloches. Mae tribiwnlysoedd yn aml yn eistedd fel panel, gan ymgorffori Barnwr Tribiwnlys Cymwysedig ynghyd ag aelodau panel sydd â meysydd arbenigedd penodol. Mae gan rhai tribiwnlysoedd bwerau cyfyngedig i orfodi dirwyon a chosbau neu ddyfarnu iawndal a chostau. Gall mathau eraill o benderfyniadau tribiwnlys arwain at ganiatáu neu beidio â chaniatáu budd-dal, caniatáu neu wrthod i rywun aros yn y DU, neu raddau’r ddarpariaeth o gymorth addysg arbenigol i blant oed ysgol.

Byddwch yn cael eich neilltuo i dimau i gyflawni amrywiaeth o ddyletswyddau gweinyddol i symud achosion yn eu blaenau drwy system y tribiwnlys neu ddarparu cymorth i swyddogaethau eraill o fewn GLlTEF.

Eich sgiliau a phrofiadau

Bod yn berson cyfeillgar ac agored, gyda sgiliau gwasanaeth cwsmeriaid rhagorol.

• Trefniadau teithio ac archebion gwesty.
• Rheoli dyddiadur (fel dyddiadur e-Judiciary).
• Diweddaru’r daenlen Dyfarniadau sydd yn yr arfaeth yn wythnosol.

· Hyfforddiant - dyddiadau, lleoliadau a chysylltu gyda barnwyr ac Aelodau nad ydynt yn gyfreithiol gymwys, diweddaru cofnodion ar One Note.

• Cynnal system ffeilio gyfrinachol.
• Coladu papurau/agor ffeil pan fydd Barnwr Cyflogaeth Rhanbarthol yn mynychu cyfarfod.
• Teipio
• Paratoi a chynnal adroddiad ar Gyfryngu Barnwrol
• Teipio cofnodion cyfarfodydd fel Cyfarfodydd y Grŵp Defnyddwyr.

· Hyfforddiant/Cyfarfodydd: dyddiadau, lleoliadau a chysylltu gyda barnwyr ac Aelodau nad ydynt yn gyfreithiol gymwys, diweddaru cofnodion ar One Note. Mynychu digwyddiadau mewn lleoliadau i gefnogi’r Barnwr Cyflogaeth Rhanbarthol fel cynorthwyydd gweinyddol. Paratoi rhestrau grwpiau syndicâd. Mynychu’r gwesty ar y diwrnod cyn digwyddiad i goladu gwaith papur a threfnu’r ystafell; rhedeg trwy ddigwyddiadau’r dydd gyda chydlynydd y gwesty.

• Hysbysu Swyddfa’r Llywydd ynglŷn ag Absenoldeb Arbennig/Salwch. Ffurflenni i’w llenwi a’u hanfon i’r Pencadlys. E-bostio cofnod salwch yn fisol ar gyfer Barnwyr Cyflogaeth sy’n Derbyn Ffi a Barnwyr Cyflogedig.
• Cysylltu gyda swyddfa’r Llywydd - penodiadau Aelodau nad ydynt yn gyfreithiol gymwys ar ôl ymddeol. Ymestyn penodiadau: Cadw cofnodion o benodiadau ar fin dod i ben a’r rhai i’w hymestyn. Llythyr ffarwelio i’w anfon at yr Ynad Arweinyddiaeth Genedlaethol (NLM).
• Trefnu cysgodi swyddi, cadw cofnodion a’u hanfon at y Llywydd.
• Cwynion: Cofnodi cwynion a diweddaru llythyrau cwyn ar gais y Barnwr Cyflogaeth Rhanbarthol, gan sicrhau bod copïau o unrhyw rai sy’n ymwneud â’r NLM yn cael eu rhoi ar eu ffeil
• Trefnu dyddiadau Gwerthusiadau a diweddaru’r gronfa ddata gwerthusiadau
• Barnwyr Cyflogaeth sy’n Derbyn Ffi Newydd: Agor ffeil newydd, trefnu bathodyn diogelwch/bathodyn mynediad i’r adeilad. Cadw cofnodion o dyngu llw, hyfforddiant cynefino ac ati.
• Ffeiliau Adolygiad Barnwrol: Sicrhau bod y rhain yn derbyn sylw yn brydlon; agor ffeil newydd. Rhoi diweddariadau i’r Barnwr Cyflogaeth Rhanbarthol gyda chyfeiriadau e-bost pan fydd Aelod nad yw’n gyfreithiol gymwys yn dechrau neu’n gorffen yn ei swydd.
• Diweddaru gwyliau blynyddol.
• Trefnu cyfarfodydd lles i’r barnwyr cyflogedig.
• Cadw cofnod o wrandawiadau Cymraeg i’r Uned Iaith Gymraeg.
• Darparu cefnogaeth gyffredinol i’r Barnwyr Cyflogedig fel bo’r angen
• Gweithio’n effeithiol gyda chydweithiwr arall drwy rannu swydd

· Delio gyda gohebiaeth gan swyddfa Llywydd y Tribiwnlys Cyflogaeth

· Rheoli Absenoldebau Arbennig/Cyfnodau o Salwch y barnwr

· Rheoli gohebiaeth NLMs / Barnwyr sy’n ymddeol

· Pwynt cyswllt cyntaf Deiliaid Swyddi Barnwrol - delio gyda galwadau ffôn/e-bost.

• Trefnu cyfarfodydd - Cyfarfodydd y Grŵp Defnyddwyr, cyfarfodydd gweithgor Ymgyfreithwyr Drostynt eu Hunain, WETMA

Rhagor o fanylion:

Mae’r swyddi gweithredol hyn yn wynebu cwsmeriaid, sy’n ei gwneud yn ofynnol i ymgeiswyr llwyddiannus fod yn y swyddfa i ddarparu gwasanaethau GLlTEF i'r cyhoedd. Yr oriau gwaith llawn amser safonol yw 37 awr yr wythnos. Mae GLlTEF yn croesawu ceisiadau i weithio’n rhan amser, gweithio’n hyblyg ac i rannu swydd, pan fo hynny’n bodloni gofynion y rôl ac anghenion y busnes, ac ar yr amod bod hyn yn cael ei gytuno cyn ichi gael eich penodi. Bydd pob cais i weithio’n rhan amser, gweithio’n hyblyg ac i rannu swydd yn cael ei ystyried yn unol â pholisi Gweithio’n Hyblyg y Weinyddiaeth Gyfiawnder.

Maen Prawf Arweiniol: Datganiad o Addasrwydd. Gellir cynnal sifftio yn seiliedig ar y datganiad addasrwydd os derbynnir nifer fawr o geisiadau.

Medrus

O 22 Gorffennaf 2025, cynyddodd y Llywodraeth y trothwy cyflog a’r lefel sgiliau ar gyfer fisâu Gweithwyr Medrus. Nid yw'r rôl hon yn bodloni'r meini prawf cymhwysedd ar gyfer nawdd yn unol â'r rheolau mewnfudo cyfredol os ydych chi'n edrych i wneud cais am fisa gweithiwr medrus am y tro cyntaf.

Ni all yr Adran ystyried eich noddi ar gyfer y rôl hon oni bai eich bod wedi meddu ar fisa Gweithiwr Medrus yn barhaus ers cyn 22 Gorffennaf 2025. Os ydych wedi meddu ar fisa Gweithiwr Medrus yn barhaus, codwch hyn yn ystod eich gwiriadau fetio a bydd cymhwysedd yn cael ei asesu yn unol â’r rheolau mewnfudo a’r darpariaethau trosiannol sydd ar waith.

Os ydych yn gwneud cais am y rôl hon ac nad ydych yn bodloni’r meini prawf cymhwysedd newydd ar gyfer nawdd (neu’r darpariaethau pontio), bydd angen i chi ystyried eich opsiynau ar gyfer cael a/neu gynnal eich hawl i weithio yn y DU yng ngoleuni’r newidiadau hyn. Rhaid i ymgeiswyr llwyddiannus sicrhau bod ganddynt yr hawl gyfreithiol i fyw a gweithio yn y Gwasanaeth Sifil ac yn y Deyrnas Unedig a’u bod yn cynnal yr hawl honno.

Bydd yr Adran yn parhau i gydymffurfio â Rheolau Mewnfudo’r DU sydd ar waith yn y DU a’r Gwasanaeth Sifil. Gallwch ddarllen mwy am fisâu Gweithwyr Medrus a’r meini prawf cymhwyster yma.

Prif Leoliad Lleoliad Sylfaen – Tribiwnlys Cyflogaeth Cymru, 3ydd Llawr, Llys y Magistri Caerdydd, Plas Fitzalan, Caerdydd, CF24 0RZ.

Sgiliau dymunol - Teipio, Clywdeipio

Yr isafswm oriau rhan-amser derbyniol fyddai 30 awr dros 4 diwrnod.

Am swydd ddisgrifiad llawn, gweler y ddogfen ategol yn yr hysbyseb isod cyn gwneud cais

Technical Skills

Using your CV as a reference, please provide a summary of the key responsibilities from your previous experience that is most relevant to the Admin Officer position. Begin with your most recent experience and work backwards. For each position, include the job title, duration of employment, and a concise overview of your main duties. (Maximum 250 words).

This section is intended to help us understand where and how you gained experience in: Customer service, administration, IT systems and applying attention to detail in your work

Please avoid repeating content from your Statement of Suitability. That section should focus on what you can do, supported by specific examples. This question, by contrast, is about what you’ve done and the context in which your experience was gained.

Person specification

Please refer to Job Description

Behaviours

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

• Communicating and Influencing
• Working Together
• Delivering at Pace

Technical skills

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

• Please see Job Description

Benefits

Alongside your salary of £25,582, HM Courts and Tribunals Service contributes £7,411 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• 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 with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : SSCL Recruitment Enquiries Team
• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
• Telephone : 0345 241 5359

Recruitment team

• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitm…

https://jobs.justice.gov.uk/careers/JobDetail/19264?entityId=19264