ADMIN OFFICER

Admin Officer

Location: Portsmouth Combined Court

Start Date: 1/9/2026

Assignment runs until: 1/3/2027

Working Days / Hours: Monday to Friday, 37 hours per week

Working Pattern: Full Time , on site only

Job Type: Office based

Pay Rate: £12.86

Dress Code: Office attire.

Ability to pass an enhanced DBS check and 3 years of references checks

Background and key purpose of the role

The Court Usher acts as an essential first point of contact for all the court users involved in hearings. There will be regular contact with the judiciary, assisting the administrative staff with the smooth flow of court work. You will meet members of the public and their legal representatives; prepare court /hearing rooms, and complete documentation, as well as ensuring the court runs smoothly and efficiently. You will also carry out some general clerical work as required to support the work of HMCTS. Although many of the tasks are straightforward, regulated by well-established guidelines and/or detailed instructions, an Usher needs to be prepared to react quickly and professionally to situations, some of which may be unexpected. You will be comfortable in dealing sensitively and professionally with people from all walks of life; many of whom may be vulnerable and under stress. Advice and support is readily available and there is little discretion to depart from standard procedures, which may well require you to take a firm stance when those procedures are not understood or welcomed by a court user. Ushers work within a team with regular management support and are responsible for their own time. Whilst initially you will be allocated to a specific court or office base, there will be a need for flexibility to work on an ad hoc basis at other courthouses and local HMCTS offices.

Key responsibilities may include Administration.

• Collecting and delivering files and bundles to the judiciary and clerks ensuring they have the necessary papers.
• Providing support to colleagues & judiciary outside of court / hearing times.
• General clerical work, including use of computers and Switchboard. Filling out forms.
• Operating recording equipment and maintaining records of recordings of hearings.
• Sort and deliver lists of hearings for internal & external notice boards.
• Completing standard forms, etc where the information is clearly defined.
• Straightforward drafting such as acknowledgements and receipting, confirmations, court orders, warrants etc. Post Handling.
• Opening, sorting, distributing and dispatching post as required.
• Collecting and delivering post from appropriate offices. Monitoring Stock.
• Ensuring Court rooms are supplied against requirements for relevant forms and stationery. Collecting and delivering stationary around the offices. Data Entry and recording. Resulting, checking accuracy and completeness against guidelines or a proforma, straightforward money handling e.g. issuing jury payments.
• Operating equipment. Office and court equipment e.g. computers, fax machines, scanners, photocopiers, switchboards, franking machines, messaging equipment, tape, and video recorders etc. Handling telephone calls.
• Answering standard enquiries and passing messages to others. Arranging meetings. Preparing rooms for hearings, tribunals, trials, meetings and clearing the court / hearing room down at the end of the day etc. Using electronic diaries.
• Reception of parties to court, including members of the public, judiciary, juries, solicitors and barristers, the police, representatives of external Agencies etc. Providing information related to proceedings, escorting court users into and from the building, swearing oaths etc.
• Calling people into court / hearing rooms in priority order, discussing with Court Clerks and Legal Advisers and liaising with the Witness Service as necessary.
• Answering face to face enquiries.
• Keeping parties informed of changes eg, of courtrooms and hearing times.
• Other duties
• The post holder is 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.

Example of work performed will include but not limited to:

• Obtain names of all parties and complete front sheets with court results.
• Swear in witnesses as appropriate.
• Photocopy any documents required by the court.
• Provide assistance in the post room or elsewhere in the office as and when required.
• Competencies: Must be polite and helpful to all customers both external and internal.
• Remain clam, polite and tactful when dealing with difficult people.
• Is aware of customer needs and is polite and efficient in dealing with these.
• Passes on important information to all concerned promptly and clearly, with tact and honesty. Works effectively with others irrespective of differences.
• Tackles unacceptable behaviour in a constructive way. Is approachable, non-judgmental, honest and respects confidences in dealing with others.
• Treats all colleagues fairly and is sensitive to their needs as individuals.
• The filling of water bottles and ensure clean glasses are available.
• The provision of paper for Adjudicator etc.
• Wash and tidy away glasses at the end of the court sitting.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.