AO - Practice Administration Officer
Ministry of Defence
Apply before 11:55 pm on Monday 28th October 2024
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About the job
Job summary
Welcome to Defence Primary Healthcare (DPHC), we are an inclusive and dedicated organisation working hard to provide excellent care to our entitled personnel.
We are looking for an organised, enthusiastic and adaptable AO Practice Administrator with excellent communication and interpersonal skills to join our welcoming team within the Medical Centre at Chicksands, Shefford. You may be required to provide cover at other facilities within the Combined Practice Network (Bassingbourn and Wyton).
This is a full time role consisting of 37 hours per week.
Job description
The post holder will work as a member of the Defence Primary Healthcare (DPHC) Team, which will provide comprehensive, efficient and effective service in accordance with Ministry of Defence (MOD) and DPHC policies and procedures. The duties could include the preparation of notes and statistics before clinics and surgeries. Administration of all medical records for Service personnel and entitled civilians. General secretarial and administrative support to the Practice team. Facilitation of effective communication between patients, members of the Primary Healthcare (PHC) team, secondary care and other associated healthcare agencies.
The post holder will be required to use the Defence Medical Information Capability Programme (DMICP) computer system, having completed all necessary training. As the Medical Administration Officer, the post holder will have a major impact in promoting a positive image of the Healthcare Facility to patients and other users.
The ideal candidate will be happy working as part of a team, with excellent communication skills both written and oral, and understand the necessity to maintain patient confidentiality.
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
Strategic Command Transformation
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.
Person specification
The duties and responsibilities of the role include, but are limited to:
- Opening up/locking of Practice premises and maintaining security in accordance with Practice protocols. Maintaining Health and Safety and Environmental protection standards and Control of Substances Hazardous to Health (COSHH).
- Ensuring colleagues and visitors to the Practice comply with Practice Health and Safety policy. Reporting all accidents, injuries and dangerous occurrences promptly to line management.
- Ensuring that the reception areas are never left unmanned during normal working hours and that patient and reception waiting areas are always clean and tidy.
- Ensuring patient information booklets are available and current. Ensuring that information boards are current.
- Overseeing the running of clinics, maintaining and monitoring the Practice appointments system. Preparing documentation for all clinics, checking documents after clinics and taking appropriate action and filing away documents promptly.
- Receiving and assisting patients and visitors, directing to others as appropriate.
- Handling all general enquiries from patients and others, in person and on the telephone, and takes and records messages for other members of the team.
- Processing and distributing incoming (and outgoing) mail.
Please refer to the Terms of Reference for further details.
Behaviours
We'll assess you against these behaviours during the selection process:
- Leadership
- Working Together
- Managing a Quality Service
- Delivering at Pace
Benefits
- A Civil Service pension
- An inclusive working environment
- Free parking
- Access to a gym
- Pay as you dine facilities
Things you need to know
Selection process details
When choosing your Behaviour examples, please make sure you use real life scenarios that relate to your own experiences. Whilst technology may help to enhance your written submission, presenting the ideas of others or those generated by technology, could result in your application being rejected.
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.
https://www.youtube.com/@DMS_MilMed
The sift will be completed within 5 working days of the vacancy closing date and interviews will be held on a date to be confirmed.
There will be no reimbursement for any travel expenses for the interview.
All employees joining Ministry of Defence who are new to the Civil Service will be subject to a 6-month probation period (unless otherwise advised) effective from the employment start date.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check.
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.
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.
Please ensure you have read all the details in the important information link prior to applying.
The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Debra Ludlam
- Email : debra.ludlam388@mod.gov.uk
Recruitment team
- Email : DBSCivPers-SGDMSResourcing@mod.gov.uk
Further information
