Tribunal Case Officer X 3

Purpose of post

The post holder(s) will work as part of a large team which supports the Welsh Tribunals Unit and the 6 devolved tribunals. Mental Health Tribunal for Wales (MHRTW), Education Tribunal Wales (ETW) Residential Property Tribunal (RPT) Agriculture land Tribunal (ALT) Welsh Language Tribunal (WLT) and the Adjudication Panel Wales.

These are independent tribunals that provide appeal processes and access to justice.

The posts provide an opportunity to develop operational skills by ensuring that tribunal hearings are scheduled, and any follow up action is delivered in compliance with statutory requirements and within specified timescales.

The post holder(s) will be responsible for their own caseload.

Key tasks

Main Duties

The postholder(s) will be responsible for:

• Preparing tribunal case files by acknowledging applications within the required timescales and maintaining an accurate record of incoming and outgoing correspondence.

• Arranging dates for hearings and securing panel members to take part in them.

• Communicating both verbally and in writing with a range of stakeholders ensuring that accurate records are maintained.

• Collating and distributing tribunal reports and tribunal hearing decisions to a range of stakeholders within the required timescales.

• Recording accurate information which is used to monitor the number of hearings that take place and how many tribunal members take part in the hearings.

• Clerking and admitting panel members to virtual hearings. Welcome attendees and support the tribunal hearing panel by dealing with any queries during the hearing.

• Ensuring that information given is accurate and complies with information security policies; escalating complex queries to the Business Managers.

• Maintaining accurate records and prioritising work to ensure deadlines are adhered to.

In certain tribunals there are also a requirement to:

• Processing incoming and outgoing post on a rota basis. This will require the post holder to attend a local Welsh Government office at least once a week.

• Acting as a first point of contact for telephone enquiries and a public facing mailbox which is covered between the hours of 9am and 5pm on a rota.

Development opportunities

• Working directly with a diverse range of external stakeholders - including Senior Judiciary leads, Judges, Consultant Psychiatrists, Mental Health Professionals, specialist tribunal members, solicitors, surveyors.
• This will provide an opportunity to develop professional relationships with external stakeholders which will contribute to achieving results.
• Working as part of a large team which will further develop team building skills
• Managing your own caseload, developing organisational skills and the ability to prioritise competing demands while working to challenging deadlines
• Gaining experience of tribunal processes and procedures, whilst developing written and verbal communication skills through regular engagement with a wide range of stakeholders

Other vacancy related information

A reserve list will be held for this opportunity. Any candidate who is successful in being offered a reserve status, will remain on the reserve list for 12 months.

In the event of a large number of applications, an initial sift will be conducted against the lead assessment criterion: Experience 1. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

Smart Working

We support Smart Working: a flexible, inclusive and safe approach that balances organisational needs with individual wellbeing. Most colleagues are expected to spend at least 40% of their working time in the office (around two days a week, pro-rated for part-time colleagues) to support collaboration, connection and delivery. Some roles may require more office-based attendance, up to 100%. Where the role allows, the remainder of the week may be spent working from home or other locations, subject to business needs. We recognise that some colleagues may require workplace adjustments or alternative working arrangements, and these will be considered in line with individual circumstances and organisational policies.

Smart Working is supported through regular conversations with managers, Team Charters and agreed working arrangements that help teams work effectively across office, remote and blended environments.

The role is Pan Wales and can be based at any Welsh Government office location in Wales.

The Welsh Tribunals are primarily based in:

• Cardiff,
• Newport
• Llandrindod Wells
• Llandudno

Whilst the role operates under Smart Working arrangements, it is preferable that successful candidates are able to attend these locations when required to support operational delivery and business needs. In some tribunal areas, post holders may also be required to attend a local Welsh Government office on a regular basis, including at least once a week to support postal services