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Office Administration Specialist

2 months ago

Edinburgh, Edinburgh, United Kingdom Crown Office and Procurator Fiscal Service Full time

Position Overview

This role presents an excellent entry-level opportunity for individuals interested in a dynamic administrative and customer service-oriented position.

Whether you are embarking on your career journey or possess prior administrative experience and seek a new direction, a keen interest in the Criminal Justice Sector is essential.

As part of a collaborative team, you will deliver exceptional service to colleagues and clients, including victims, witnesses, and defense representatives.

This position offers a valuable chance to join the Civil Service and play a role in enhancing our Scottish Criminal Justice System.

Role Responsibilities

This is an entry-level position within the Crown Office and Procurator Fiscal Service, with opportunities available across various core functions, including Local Court, Specialist Casework Group, and Operational Support and Business Services.

In this administration-focused, customer service role, you will provide vital support to legal services preparing cases for court proceedings.

Comprehensive training will be provided to assist with a variety of tasks that may change daily. Your responsibilities will include managing inquiries from the public via phone, processing legal documents, preparing evidence packages for trials, updating witnesses with pertinent court information, and efficiently managing busy digital mailboxes and physical files.

Key Duties

  • Deliver essential administrative support, including managing digital correspondence.
  • Provide outstanding customer service to victims, witnesses, agencies, and other stakeholders.
  • Assist Legal Services in fulfilling their responsibilities.

Specific Responsibilities

  • Maintain accurate digital records, ensuring the personal information of victims, witnesses, and defendants is current.
  • Document court outcomes and evidence packages in our case management systems.
  • Prepare, scan, and copy legal documents as necessary.
  • Coordinate witness attendance for court dates, occasionally collaborating with law enforcement for assistance.
  • Manage incoming and outgoing correspondence from various agencies and legal representatives.
  • Process and execute warrants for witnesses and defendants.
  • Handle and manage evidence disclosures for ongoing and upcoming cases.

Please note that this list is not exhaustive, and additional duties may be assigned as required.

Candidate Profile

This role is centered on administrative functions, and candidates should demonstrate their knowledge or experience in administrative tasks. If you lack this experience, you should meet the minimum educational qualifications of 5 National 5s at grades A-C (including English) or equivalent. Additionally, you must be able to showcase:

  • Effective communication skills, both verbal and written, with the ability to navigate challenging conversations.
  • Patience and the ability to work effectively under pressure, contributing to team and organizational goals.
  • Proactivity and initiative, taking responsibility for your performance and actions.
  • Strong interpersonal skills, fostering positive working relationships.
  • The ability to meet tight deadlines and organize work efficiently.
  • Confidence in using Microsoft Products (Word, Excel, MS Teams, and Outlook).

Behaviors

During the selection process, we will evaluate candidates based on the following behaviors:

  • Effective Communication and Influence
  • Quality Service Management
  • Timely Delivery

Benefits

In addition to a competitive salary, the Crown Office and Procurator Fiscal Service contributes to your membership in the Civil Service Defined Benefit Pension scheme. Benefits include:

  • 25 days of paid leave plus public and privilege holidays (increasing to 30 days after 4 years).
  • Generous employer contributions to the Civil Service Pension scheme.
  • Flexible working hours and a family-friendly work environment.
  • Cycle to Work Scheme and Season Ticket Loans.
  • Employee Wellbeing Support, including access to Mental Health First Aiders and an Employee Assistance Programme.