AO Administrative Officer

Ministry of Defence

Apply before 11:55 pm on Thursday 7th November 2024

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Details

Reference number

375456

Salary

£24,985

Pro-rata for part time

A Civil Service Pension with an employer contribution of 28.97%

Job grade

Administrative Officer

Contract type

Permanent

Business area

MOD - Strategic Command - Defence Medical Services (DMS)

Type of role

Administration / Corporate Support

Working pattern

Part-time

Location

Baker Barracks, Thorney Island, Emsworth, Hants PO10 8DH

About the job

Job summary

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

We are looking for a friendly, well-organised and adaptable AO Administrative Officer to join our encouraging and welcoming team of dedicated military and civilian healthcare professionals and Administrative staff.

You will work primarily from Thorney Island Medical Centre in support of the Portsmouth Combined Medical Practice (PMX) alongside a multi-disciplinary team delivering general medical primary care services and occupational health to military personnel.

The PMX consists of six sites within the Greater Portsmouth area and you may be asked to work across a number of sites and in doing so, will have a major impact in promoting a positive image of the Healthcare Facility to patients and other users.

Does this sound like the role for you? If so, we would love to hear from you!

This role is a permanent, part time role offering 26 hours a week.

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.

Job description

The successful candidate will work as a member of the treatment facility team, to contribute to the provision of comprehensive, efficient and effective service. Core responsibilities will include the administration of all clinical records for Service personnel, general secretarial and administrative support to the entire Practice team and the facilitation of effective communication between patients, members of the team, secondary care and other associated healthcare agencies.

Person specification

Duties will include, but are not limited to:

Delivering reception functions and admin support to all clinicians as advised by the practice manager along with other administrative staff. Ensuring that the reception areas are never left unattended 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.
Ensuring that all medical documentation/records are up-to-date, accurate and neat. Managing the implementation of systems for the successful performance of medico-legal requirements, medical ethics and patient confidentiality.
Providing administrative assistance to Practice staff as required, including word/data processing, filing, photocopying and scanning. Ensure the timely completion of all typing/word processing tasks allocated to the team.
Receiving specimens from patients following Health and Safety guidelines, ensuring they are passed to the appropriate clinician. Logs and dispatches specimens to be sent to the Pathology Department.

Please pay particular attention to the attached Job Description and Person Specification, which outlines the role requirements in further detail.

Behaviours

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

Leadership
Seeing the Big Picture
Communicating and Influencing
Managing a Quality Service
Working Together
Changing and Improving

Benefits

Alongside your salary of £24,985, Ministry of Defence contributes £7,238 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Free Parking
Learning and development tailored to your role
A culture encouraging inclusion and diversity
A Civil Service pension with an average employer contribution of 27%

Things you need to know

Selection process details

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

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.

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.

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

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.

There is no requirement to deploy as this is met by our uniformed personnel, but you will form the continuity of care required by our patients when based at home.

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 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 however some exemptions are in place, please refer to local guidance. 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.

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.