AO Administrative Officer

Ministry of Defence

Apply before 11:55 pm on Wednesday 8th May 2024

Details

Reference number

351141

Salary

£24,985

Pro-rata for part time.

A Civil Service Pension with an average employer contribution of 27%

Job grade

Administrative Officer

Contract type

Permanent

Business area

MOD - Strategic Command - Defence Medical Services (DMS)

Type of role

Administration / Corporate Support
Other

Working pattern

Part-time

Location

Invicta Park Barracks, Maidstone, Kent ME14 2NA

About the job

Job summary

Here at The Defence Primary Healthcare (DPHC), we are inclusive and dedicated, working to provide excellent support to our entitled personnel!

We have an exciting opportunity for a AO Administration Officer to join the team here at Invicta Park Barracks, Maidstone.

This position is part time offering 35 hours per week. Please note the salary will be pro-rata where part time hours are undertaken.

Does this sound of interest to you? If so, we would love to hear from you.

Strategic Command is going through a significant transformation programme which aims to improve the way the Command conducts its business and delivers for Defence and the nation. As a consequence of this, all posts within Strategic Command Headquarters and in time the wider organisation, are/will be subject to review and potential changes as we continuously improve across the period of the transformation programme. These changes may be minor or could be more substantive and will generate new opportunities. Throughout, the Command’s transformation programme is committed to following the MOD’s framework on managing and supporting people through the change process and places an emphasis on early and open consultation and engagement with the Command’s personnel and Trade Unions.

Job description

As the successful candidate you will facilitate efficient, timely and appropriate access to all healthcare professionals working within the facility by managing the appointments system to ensure that practice policy on the type, length and nature of an appointment fits the needs of the patient; and that this is within the availability of the requisite Healthcare Worker(s). You will also manage telephone access and incoming queries, providing a key messaging service.

As the successful post holder you will delegated responsibility for the smooth-running of the Reception Area/Waiting Room. Duties include the preparation of notes and statistics before clinics and surgeries, scanning, administration of patient medical records held at the Practice and the organisation of patient transport as required.

Person specification

Duties of the role include but are not limited to:

Maintaining all National Health Service (NHS) / military medical documents; this includes inputting/scanning of necessary medical details for internal/external patient records, protocols, forwarding patient records of those leaving the service, undertaking training for, and continually updating, Defence Medical Information Capability Programme (DMICP) patient details, ensuring all information is correct. Forwarding Secondary Care referrals and maintaining a detailed register, auditing weekly and chasing outstanding as necessary.
Receiving patients and visitors to the medical centre in an appropriate manner; making appointments for consultation/clinics for Service personnel, using the appropriate systems. Ensuring appointment books and medical files are up-to-date, accurate and organised; managing the implementation of systems for the successful performance of medico-legal requirements, medical ethics and patient confidentiality. Responding to telephone enquiries appropriately.
First point of contact for compliments and complaints, directing all such communications to the appropriate lead/manager for timely action/response.

Please refer to the Terms of Reference for full details of the role.

Behaviours

We'll assess you against these behaviours during the selection process:

Changing and Improving
Making Effective Decisions
Working Together
Managing a Quality Service
Delivering at Pace
Communicating and Influencing

Benefits

Alongside your salary of £24,985, Ministry of Defence contributes £6,746 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Learning and development tailored to your role
Free parking
An environment with flexible working options
A culture encouraging inclusion and diversity
A Civil Service pension

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

This job role may be suitable for hybrid working, which is an informal, non-contractual and voluntary arrangement, blending a balance of attendance in the workplace (your permanent duty station which is based on business assessment of where the work is best done) and working from home as a personal choice (if the role is suitable for this). If you are successful, any opportunities for hybrid working will be discussed with you prior to you taking up your post.

The sift will be completed within 5 working days of the vacancy closing date. Interviews will be held on a date to be confirmed.

There will be no reimbursement for any travel expenses for the interview.

Please note the salary will be pro-rata where part time hours are undertaken.

Please see the link to our Youtube channel for advice preparing your best responses with some hints and tips on answering behaviour based questions. Hints and tips such as: Your behaviours can be based on situations from work, volunteering or home; match your situation to the behaviour requested and how to use your 250-word limit.

Defence Medical Services - YouTube

This post does not offer any assistance with relocation allowances.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points based system, where a role has been deemed to be business critical. This role does not meet that category and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points based system.

Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact dbscivpers-sgdmsresourcingteam@mod.gov.uk.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.