Job Description- Internal

Line Managers should make sure that they bring this vacancy to the attention of any member of staff who is eligible but absent from duty.

Job Title: Business Support (EO)

Department/ Court Location: Airdrie & Justice of Section: South Strathclyde the Peace Court Dumfries & Galloway

Grade: EO Starting From £23,052 per annum salary: HEO Executive Support Number of 1 Responsible vacancies: to:

Contract type: Permanent (Full Time)

The closing date for applications is Wednesday 04 September 2019 Closing Date: Interviews will be held week commencing 12 September 2019

Scottish Courts and Tribunals Service staff should make applications on EROL via the following link http://sauctxap1/RecruitmentForms2/ How to apply Interested common citizenship, HMCTS & the Judicial College staff should request the appropriate application form and vacancy information from Maureen McLean, Interim Sheriffdom Business Manager at [email protected]

Overall Purpose

To provide Executive Support to the SSDG Sheriffdom Business Manager, Sheriffdom Legal Advisor and as part of the SSDG Management Team. You will also work closely with the range of justice partners.

Eligibility Applications are invited from permanent substantive EO graded staff who are interested in a level transfer and from staff seeking promotion provided they have successfully completed their probationary period.

Fixed Term Appointment staff recruited via fair and open competition will be eligible to apply for this post.

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Job Description- Internal

Key Responsibilities

To provide executive support to the Sheriffdom Business Manager by:

 Acting as Secretariat to the SSDG Management and Forward Planning Group Meetings providing the range of administrative support including the fixing of dates, preparation and issue of draft agendas and papers, minute taking and preparation and issue of minutes.  The co-ordination and collation of responses from Sheriff Clerks for monthly and quarterly returns.  Processing of instant rewards and substitution payments via the Edenred system.  Processing of all disclosure applications for bar reporters ensuring all associated administrative tasks are progressed.  Providing assistance with the planning and organisation of the Sheriffdom Staff Engagement Day.  Processing and management of all stationery consumables for the Sheriffdom Business Management Team.  Providing assistance with the planning and organisation of the Floating Shrieval Programme.

To provide executive support to the Sheriff Principal by:

 Processing of applications, liaising with Sheriff Principal and Sheriff Clerks as required.  Processing of all criminal and civil appeals including simple procedure appeal hearings, received by the Sheriff Principal, ensuring proactive liaison with party litigants, legal representatives, Sheriff Clerks and the deputy clerk to the .

To provide executive support to the Sheriffdom Legal Advisor by:

 Acting as Secretariat to the Advisory Committee and the Justice Training and Appraisal Committee, providing the range of administrative support including the fixing of dates, preparation and issue of draft agendas and papers, minute taking and preparation and issue of minutes, receiving and securely storing appraisal materials.  Providing assistance with booking arrangements of hotels for Sheriffdom conferences and provision of executive support at the events.  Liaison with the Sheriff Principal and including Central Recruitment Unit and JAB in respect of all recruitment of new JPs.  Maintaining a record of all Justice Training Sederunts for the Sheriffdom.  Processing of all expense forms for Justice’s attendance at Sheriffdom court sittings and events.  Providing assistance with the preparation of training packs and relevant papers for the JP events.  Providing assistance with all ad hoc administrative duties in respect of Sheriffdom Justices.  Ensuring that any additional ad-hoc duties are carried out in support of the Sheriff Principal, Sheriffdom Business Manager, Sheriffdom Legal Advisor and Sheriffdom Business Team

The above lists are not exhaustive and the job holder may be required to undertake such duties as may reasonably be requested within the scope of the post.

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Job Description- Internal Working Relationships

The jobholder will be required to have contact with the groups identified below.

Contact will be by e-mail, letter, telephone and face to face.

(Frequency: Daily; Weekly; Monthly; Occasionally).

General Public Occasionally Staff at other Daily Courts Sheriffs Daily Floating/Retired/ Daily Part Time Sheriffs Solicitors Occasionally Staff at the Monthly Procurator Fiscals’ Office Local Council Occasionally HQ Staff Monthly Police Occasionally JP’s Daily

Training and development opportunities

All Scottish Courts and Tribunals Service staff will receive:

 local and corporate induction training  on the job training  a Personal Develop Plan (PDP) as part of regular performance reviews  personal online access to training courses and development programmes which are available to Scottish Courts and Tribunals Service staff

The Scottish Courts and Tribunals Service is also an:

 Institute of Leadership & Management Accredited Centre  SQA Approved Centre

Employment Checks

If successful, common citizenship staff and internal SCTS staff will be given a conditional offer which is dependent on pre appointment checks. These checks will confirm if the successful applicant’s performance, conduct or attendance has been the subject of formal disciplinary, capability or absence warning which is still in effect at the closing date for the vacancy. Informal warnings and expired warnings will not be considered. If an individual receives a subsequent live formal warning after the closing date for the vacancy this may mean the offer is withdrawn on the grounds of suitability.

For staff transferring from other Government Departments/Agencies a further Disclosure may be needed to satisfy the standard level check required by the Scottish Courts and Tribunals Service.

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Job Description- Internal Some posts may also be subject to “secure check” security clearance:

Secure check Some posts at Sheriff Clerk, Sheriff Clerk Depute level and senior staff posts may require a higher level of security clearance (“Secure Check”). This arises out the implementation of the disclosure provisions in terms of Part 6 of the Criminal Justice and Licensing (Scotland) Act 2010 and allows a civil servant to have access to top secret and secret papers relating to court hearings and information gathered by covert surveillance or infiltration by the security services, drug enforcement agencies, into serious organised crime units. This is to ensure that the court can discharge its function of being able to process all types of criminal business which may come before it.

In larger courts the responsibility may also apply to the post which normally covers the Sheriff Clerk. In the Supreme Courts the responsibility may also apply to a small number of posts (sufficient for operational capability related to the average volume of cases where higher level security is required) graded at HEO and SEO and above.

If an individual’s “Secure Check” status is not confirmed the individual may, subject to operational feasibility, be given a period of 18 months in which to achieve the “Secure Check”

Additional Information

The Scottish Courts and Tribunals Service processes data which is sensitive and deals with matters of a private nature, this often can result in staff interacting with vulnerable members of society or having access to personal and confidential information. As a result, the Scottish Courts and Tribunals Service is exempt from the Rehabilitation of Offenders Act (1974) which means that we cannot employ individuals with certain unspent and/or spent convictions.

By virtue of the Rehabilitation of Offenders Act 1974 (Exclusion and Exceptions) (Scotland) Order 2013 (as amended), the protections of the Rehabilitation of Offenders Act (1974) are disapplied to this appointment in the Scottish Courts and Tribunals Service. This permits us to ask applicants to disclose details of all unspent convictions, unspent cautions (from England, Wales and Northern Ireland) and spent convictions for an offence listed in Schedule A1 of the 2013 Order but only if: 15 years have not elapsed since the date of your conviction if you were aged 18 or over on that date; or 7 years and 6 months have not elapsed since the date of your conviction if you were under 18 on that date. Any spent conviction that is a ‘protected conviction’ does not require to be disclosed. Individuals without existing security clearance will require a standard level Disclosure check completed before employment can commence. Further information on the different types of convictions that should be disclosed in this application form and which are included in a Standard Disclosure can be found at https://www.mygov.scot/standard-disclosure/.

Corporate/Local responsibilities & requirements

The job holder must at all times carry out their responsibilities with due regard to the Scottish Courts and Tribunals Service’s:

 Values & Behaviours  Civil Service Code of Conduct  Attendance Management Policy  Dignity at Work Policy

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Job Description- Internal  Conduct and Discipline Policy  Equal Opportunities Policy  Health & Safety Policy  Electronic Communications Policy and Data Protection Act  Data Security Policy

Job descriptions should be reviewed on a regular basis and at the annual appraisal. Any changes should be made and agreed between post holder and line manager.

The above lists are not exhaustive and the job holder may be required to undertake such duties as may reasonably be requested within the scope of the post.

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