AO Practice Administrator

Job summary

At Defence Primary Healthcare (DPHC) we are an inclusive, dedicated organisation working to provide outstanding care to our entitled personnel.

Are you an Administrative Officer looking for an exciting role, working alongside the military, which offers numerous benefits and opportunities? If the answer is yes, then we are looking to appoint professional and patient focused individuals with a strong commitment to providing a high quality service to work within our friendly and welcoming team in the Medical Centre at Wattisham Airfield, which is part of the Iceni Combined Practice which includes Colchester and Woodbridge. There may be a requirement to travel and provide cover at these sites if the business needs require it.

We have 2 vacant fulltime positions consisting of 37 hours per week each. Part-time candidates will be considered but due to service delivery requirements it must be on a job share basis as full-time hours need to be covered.

Could this be the role for you? If so, we'd love to hear from you!

Cyber & Specialist Operations Command

Cyber & Specialist Operations Command (CSOC) generates and operates specialist capabilities, ready to fight across all domains to make the UK secure at home and strong abroad.

Always on, we are across every UK operation, delivering the capabilities you don’t usually see - or those you can’t.

From cyber warriors and medics to intelligence analysts, special forces, educators, and Defence attachés, our collective expertise delivers the warfighting edge Defence needs to deter threats and secure the nation today, and prepare for tomorrow.

CSOC unites Defence’s cyber and specialist capabilities under a single, military command alongside the Royal Navy, British Army, and the Royal Air Force - acting as the UK’s fourth Military Command. For more information, please see here.

Job description

Working as a member of the Defence Primary Healthcare (DPHC) Team, the successful candidates 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.

You will be required to use the Defence Medical Information Capability Program (DMICP) computer system, having completed all necessary training. As the Practice Administrator, the post holder will have a major impact in promoting a positive image of the Healthcare Facility to patients and other users.

Person specification

The duties and responsibilities of the role include, but are not 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.
• 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 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 medical legal requirements, medical ethics and patient confidentiality.
• Dealing with computer data entry/data allocation and collation; processing and recording information in accordance with Practice procedures. Some analytical work may also be required in the form of requests for searches and data gathering for certain
  projects.

For further details, please see the attached Terms of Reference document.

Behaviours

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

• Leadership
• Working Together
• Managing a Quality Service
• Delivering at Pace

Benefits

Alongside your salary of £27,650, Ministry of Defence contributes £8,010 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development tailored to your role
• A working culture which encourages inclusion and diversity
• Free parking
• A Civil Service Pension
• Access to a gym
• Onsite pay as you dine facilities

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

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

At application stage you will be assessed against the following:

Behaviours:

• Leadership
• Working Together
• Managing a Quality of Service
• Delivering at Pace

Experience:

• A personal statement (250 words). Please provide information of how you meet the criteria set out in the Job Description. You may wish to further include examples of how you have tackled similar tasks or demonstrated the skills outlined in the job advert.

CV:

• Please ensure you demonstrate that you have the required skills, knowledge, experience, qualifications and memberships in the CV section of the application form.
• Please provide information of how you meet the criteria set out in the Job Description. You may wish to further include examples of how you have tackled similar tasks or demonstrated the skills outlined in the job advert.

At interview you will be assessed against the following:

Behaviours:

• Leadership
• Working Together
• Managing a Quality of Service
• Delivering at Pace

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.

Are you applying for a job in Civil Service? - YouTube

The sift will be completed within 10 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.

Requests to work flexibly and/or part time will be considered, taking into account business needs. Please note the salary will be pro-rata where part time hours are undertaken.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check.

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.

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.

This vacancy is part of the A Great Place to Work for Veterans initiative. Making the Civil Service a Great Place to Work for Veterans - GOV.UK

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-sgdmsresourcing@mod.gov.uk.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

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

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.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

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

Please see Further Information document attached.

Attachments

Terms of Reference Opens in new window (pdf, 216kB)Further Information - External Opens in new window (docx, 37kB)DMS_Candidate_Pack_PDF Opens in new window (pdf, 1514kB)