AO Administrative Officer

Ministry Of Defence; England; On-site; GBP 26,000 - 31,000; Full time

Job summary

A government agency in Dishforth is seeking an enthusiastic AO Administrative Officer Receptionist to support a multidisciplinary healthcare team. The role involves assisting patients, managing clinic appointments, and maintaining medical records. Candidates should have excellent communication and organizational skills. This full-time role offers a salary of £26,770 plus benefits, including a pension and gym access.

Benefits

Civil Service pension contributions

Free parking

Access to gym and cafe

Qualifications

• Excellent communication and organizational skills required.
• Ability to prioritize workload and work as part of a team.
• Familiarity with medical documentation and confidentiality.

Responsibilities

• Assist patients and visitors, handling inquiries in person and via phone.
• Manage clinic appointments and maintain accurate medical records.
• Ensure the reception area is staffed and kept clean.

Skills

Communication skills

Organizational skills

Initiative

Tools

DMICP computer system

Job description

Overview

At Defence Primary Healthcare (DPHC) we are an inclusive, dedicated organisation working to provide outstanding care to our entitled personnel. Do you have excellent communication and organisational skills, with the ability to prioritise your workload? Are you a team worker with the capability to use your own initiative? If the answer is yes, then we are looking for an enthusiastic and motivated AO Administrative Officer Receptionist to join our encouraging and welcoming team of dedicated military and civilian healthcare professionals and administrative staff located at Dishforth Medical Centre. The vacant post is a full-time position working 37 hours per week. Requests to work flexibly and/or part time will be considered, taking into account business needs and reviewed annually. The salary will be pro-rata where part-time hours are undertaken.

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.

This post is part of a multidisciplinary team comprising General Practitioners, Nurses, Physiotherapists, Exercise Remedial Instructors, Military Medics and Civilians medical Administrators. The post holder will support and assist the Practice Manager in the administration of the Medical Centre to support the delivery of Defence Primary Healthcare (DPHC) within the medical centre and across the region. The successful applicant will be required to use the Defence Medical Information Capability Program (DMICP) computer system, having completed all necessary training. As the Practice Administration Officer, the post holder will have a major impact in promoting a positive image of the Healthcare Facility to patients and other users.

Responsibilities

• 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.
• 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 (Subject Access Requests), medical ethics and patient confidentiality.
• Managing Group mailboxes and processing remote consultations (eConsults).
• Opening up/locking of Practice premises and maintaining security in accordance with Practice protocols. Maintaining Health and Safety and Environmental protection standards.
• 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.
• Assist in the collation of medical statistical information (associated with Key Performance Indicators (KPIs) and the treatment facilities dashboard) as directed by the practice manager.
• Please refer to the attached Terms of Reference for a full list of duties.

Behaviours

• Leadership
• Communicating and Influencing
• Making Effective Decisions
• Working Together

At application stage you will be assessed against the following behaviours:

• Leadership
• Communicating and Influencing
• Making Effective Decisions
• Working Together

Please see the link to our YouTube channel for advice preparing your best responses with 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.

Additional information

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. The salary is pro-rata for part-time hours. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is a security check. This post does not offer any assistance with relocation allowances. The MOD will sponsor a skilled worker visa only where a role is deemed business critical; this role does not meet that category. Should you apply and be found to require sponsorship, your application will be rejected, and any provisional offer withdrawn.

Nationality requirements: UK nationals; nationals of the Republic of Ireland; nationals of Commonwealth countries with right to work in the UK; nationals of EU/EEA/Switzerland/Norway/Iceland/Liechtenstein with settled/pre-settled status or eligible for EUSS; individuals with limited/indefinite leave to remain who were eligible for EUSS by 31 December 2020; certain Turkish nationals with accrued right to work in the Civil Service. Further information on nationality requirements is available.

Working for the Civil Service: We recruit by merit on the basis of fair and open competition. The Civil Service embraces diversity and promotes equal opportunities. 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.

Equality, diversity and inclusion: The Civil Service is committed to attract, retain and invest in talent. See the Civil Service People Plan and Diversity and Inclusion Strategy for more information.

Benefits: Alongside the salary of £26,770, the Ministry of Defence contributes £7,755 towards the Civil Service Defined Benefit Pension scheme. Benefits include: a culture of inclusion and diversity, a Civil Service pension with an employer contribution of 28.97%, free parking, gym, and cafe.