Vacancy -- Tribunal Support Officer

Recruitment Principles

The Welsh Government's recruitment processes are underpinned by the principle of selection for appointment on merit on the basis of fair and open competition as outlined in the Civil Service Commission’s Recruitment Principles.

Vacancy Details

Office of the First Minister and Brexit Group
Welsh Tribunals Unit
Team Band - £19,240 - £22,500
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Mid Wales

Purpose of Post:

The Welsh Tribunals Unit (WTU) provides the administrative support, casework and clerking for independent, judicially-led tribunals. This is a post to support tribunals which are served from the Llandrindod office. 

The post-holder will primarily provide administrative support to the Agricultural Land Tribunal Wales (ALT) and the Special Educational Needs Tribunal for Wales (SENTW), as well as providing general administrative support to the team as required. 

ALT plays an important role in determining disputes and other issues between agricultural landlords and tenants arising from tenancy agreements held under the Agricultural Holdings Act 1986. ALT also determines disputes relating to the drainage of agricultural land under the Land Drainage Act 1991. 

SENTW adjudicates over appeals made by parents about their child’s additional learning needs and against decisions made by Local Authorities. SENTW also deals with claims of disability discrimination in schools in Wales. These cases are often disagreements between parents, Local Authority’s and Governors of Schools; legally complex in nature and sensitive in terms of the ultimate outcome having a bearing on the child’s education and the type of help and support received in school. The post-holder will process appeals and claims, completing work with a high degree of accuracy and in strict compliance with statutory and other prescribed time-scales, and provide high quality customer service to tribunal users and members. 

The post-holder may be required to undertake similar work in relation to other tribunals supported by the WTU’s Llandrindod staff, which may include the following: Registered Inspectors of Schools Appeals (RISAT); Registered Inspectors of Nursery Education Appeals (RINEAT) and Adjudication Panel for Wales (APW).

Key tasks:

  • Analysis of information – digest and work with complex information including Tribunal regulations and legislation, under the guidance of the Tribunal Officer. 
  • Post - process incoming and  outgoing post, ensuring all items are correctly logged and draft acknowledgements and responses to routine correspondence within required      timescales. 
  • Pre-registration checks - prepare appeals and claims for registration – open case file, complete checklist, assign case number, input details on appeals information spreadsheet, send acknowledgement letter, obtaining manager’s approval and drafting registration letters within required timescales. 
  • Information spreadsheets - ensure information and key performance indicator spreadsheets are updated after completing any action on a case. 
  • Bundles - paginate, index and photocopy a master Tribunal bundle for each case, and, once signed off by the tribunal officer, photocopy bundles for distribution to parties and      panel, ensuring that all photocopying and indexing of papers is of a high quality and that bundles are issued in line with required timescales. 
  • Meetings - obtain quotes for venues and seek approval from the business manager, book venue, manage invitations and attendance lists and issue papers. Provide secretariat support at internal  and external meetings, including taking minutes. 
  • Booking hearings - book venues and accommodation for hearings and events taking into account WG procurement      policy and need for value for money, maintain accurate up-to-date records of hearings and notify parties and panel members of hearing details to required deadlines.
  • Clerking hearings - greet parties and panel, responding appropriately to questions, deal with procedural issues which      arise or refer to the tribunal panel and ensure the smooth running of the hearing. 
  • Travel – travel throughout Wales, including some overnight stays. 
  • Tribunal Decisions - send a copy of all new decisions to the Judicial Lead 
  • Tribunal helpline - deal with telephone enquiries, ensuring that information given is accurate and complies with      information security policies; refer complex queries to tribunal officer or business manager. 
  • Records management – maintain house-keeping of files, archive closed case files and hearing recordings (on CD), maintain electronic registers, identify recordings due for destruction and – when approved – destroy items scheduled for destruction. 
  • Business support – assist with the preparation of KPI and customer satisfaction reports and provide any other      support as required. 
  • Information security - comply with WG securitypolicies at all times and complete all related mandatory training.

Development opportunities:

This post offers the opportunity to develop a wide range of administrative and clerking skills whilst working in a judicial context and ensuring access to administrative justice for people in Wales.

Closing Date:

20/06/2019, 16:00

Welsh Language Requirements

The Welsh Government acknowledges the importance of developing and growing its bilingual workforce, and welcomes applications for any post from candidates who demonstrate their capability to work in both English and Welsh. 

The following list of language requirements represents an objective assessment by the line manager on behalf of the Welsh Government of the Welsh language skills required to undertake the duties of this particular post.

Can read some basic words and phrases with understanding
Can hold a basic conversation in Welsh
Can understand parts of a basic conversation
Can write basic messages on everyday topics

Competency behaviours required for the role

Making Effective Decisions - Monitor and store critical data securely and accurately, confidentially and responsibly.
Collaborating and Partnering - Seek help when needed in order to complete own work effectively.
Managing a Quality Service - Gain the knowledge needed to follow the relevant legislation, policies, procedures and rules that apply to the job.
Delivering at Pace - Take responsibility for the quality of own work and keep manager informed of how the work is progressing.

Job specific criteria

The ability to plan, prioritise and deliver work to fixed timescales
The ability to provide high levels of customer service via phone, written correspondence and face-to-face meetings.
The ability to work as part of a team to deliver a service to the public.

Other Information

Adrian Evans - 03000 257809 /

How to apply

All applications for this vacancy should be made online via the Welsh Government's online application system.  If you have a disability which would prevent you from applying on-line, please e-mail to request an application pack in an alternative format, or to request a reasonable adjustment related to a disability in order to submit your application.

To apply, you'll need to have an account on our online application system.  Click the 'Apply' button below, and you'll be asked to 'Log in' if you already have an account, or 'Register' if you don't yet have an account.  Registration takes just a few minutes to complete.  You'll need an e-mail address to be able to register.  Once you've registered for an account and logged in, you'll be taken to the online application form, which you'll need to fully complete and submit before the deadline on the closing date.  

If you’d like to apply for this vacancy in Welsh, please use the ‘Newid Iaith / Change Language’ link at the top of this page, to take you to the Welsh version of this advert, from which you can apply in Welsh.

For further information regarding the Welsh Government recruitment process, please see the Recruitment Guidance for External Candidates (link).

When evidencing your suitability for the post, it is recommended that you refer to the Civil Service Competency Framework (link)

This vacancy is closed to applications.