AO Administrative Officer Full Time NEW

Job Summary

Do you have excellent communication and organisational skills? Are you a team worker with the ability to use your own initiative? If the answer is yes, then we are looking for an enthusiastic and motivated AO Administrative Officer to join our encouraging and welcoming team of dedicated military and civilian healthcare professionals and administrative staff working at High Wycombe Medical Centre, Buckinghamshire.

The vacant post is a part time role consisting of 30 hours per week.

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

Job Description

The Administrator will work within the Medical Centre under the supervision of the Practice Manager (PM). The Administrator will also have responsibility for the quality and smooth running of the administrative area of primary health care delivery within the Medical Centre. The duties of the post include the timely preparation of notes and statistics for clinics and surgeries and the accurate administration of medical records of Service personnel.

The post holder will be required to maintain data on the DMICP (Defence Medical Information Capability Programme) computer system conducting system backups and upgrades, audits, and searches of DMICP, as required ensuring that all users are kept up to date with the relevant policies and guidelines. The post holder will have a key role in promoting a positive image of the Medical Centre to its patients and other users/visitors.

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.

The Administrator will work within the Medical Centre under the supervision of the Practice Manager (PM). The Administrator will also have responsibility for the quality and smooth running of the administrative area of primary health care delivery within the Medical Centre. The duties of the post include the timely preparation of notes and statistics for clinics and surgeries and the accurate administration of medical records of Service personnel.

The post holder will be required to maintain data on the DMICP (Defence Medical Information Capability Programme) computer system conducting system backups and upgrades, audits, and searches of DMICP, as required ensuring that all users are kept up to date with the relevant policies and guidelines. The post holder will have a key role in promoting a positive image of the Medical Centre to its patients and other users/visitors.

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.

Person specification

The duties and responsibilities of the role include, but are not limited to:

• Provide cover to the department which will include manning the reception and telephone, scanning, admin lists, processing referrals and any other tasks as directed.
• Action online consultations sent via email and assign them to the relevant clinician.
• To action urgent duties for the PM in their absence to ensure the smooth running of health care delivery within the Medical Facility.
• Support GPs (General Practitioners)/ANP (Advanced Nursing Practitioners) in the process of e (Electronic) referrals, following local protocol.
• Ensure that all Insurance claims/AFCS (Armed Forces Compensation Scheme) forms are processed in a timely manner.
• Carry out any administrative duties required within the admin department including any photocopying, scanning, and faxing during the day.

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

Essential Criteria

• Information Technology (IT) literate, preferably Microsoft (MS) Office and use of networked systems.
• Good keyboard skills.
• General clerical/administrative experience.

Desirable Criteria

• Defence Medical Information Capability Programme (DMICP)
• User Training Defence Patient Tracking System (DPTS) experience 

Behaviours

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

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

We only ask for evidence of these behaviours on your application form:

• Making Effective Decisions
• Changing and Improving
• Delivering at Pace

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 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
• An inclusive working environment
• A Civil Service pension with an employer contribution of 28.97%
• Free Parking
• Access to the Defence Discount Card which offers discount in many shops and online

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.

At application stage you will be assessed against the following:

Behaviours:

• Making Effective Decisions
• Changing and Improving
• Delivering at Pace

Behaviours:

At interview you will be assessed against the following:

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

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.

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

Further Information

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.

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.

This post does not offer any assistance with relocation allowances.

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.

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

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.

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.

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 the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

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 : Lois Cunningham
• Email : Lois.cunningham154@mod.gov.uk

Recruitment team

• Email : DBSCivPers-SGDMSResourcing@mod.gov.uk

Further information

Please see Further Information document.