Investigations Administrator - 6 Months FTC

The General Optical Council; Greater London; Hybrid; GBP 22,000 - 26,000; Full time

Job summary

The General Optical Council is seeking an Investigations Administrator on a 6-month fixed-term contract to support fitness to practise investigations and related proceedings.

You will assist case progression, hearings, and general administration, ensuring accurate records, timely bundles, and quality checks while maintaining effective document management and stakeholder communication.

Qualifications

• A high standard of literacy and numeracy.
• Good Microsoft Office skills including Word and Excel.

Responsibilities

• Distribute incoming post and maintain filing with high accuracy.
• Prepare bundles for stakeholders with redaction of sensitive information where needed.
• Manage compliance with conditions imposed on registrants following fitness to practise decisions (interim and substantive).
• Conduct quality assurance checks on pre- and post-hearing tasks to ensure timely completion and KPI adherence.
• Review outcomes on CRM, the Register, and the GOC website after events or appeal periods.

Skills

Literacy

Numeracy

Tools

Microsoft Word

Microsoft Excel

Job description

Investigations Administrator - 6 Months FTC

Case Progression

Full time

Fixed Term Contract

Please see job description for more information

Role Purpose

To provide administrative support in relation to the preparation of fitness to practise investigation, illegal practise and events heard by the Fitness to Practise Committee.

To proactively support the work of the Casework and Resolutions Directorate and to participate in the development and maintenance of administrative systems within the teams according to its aims and objectives.

The General Optical Council registers around 35,000 optometrists, dispensing opticians, optical business and optical students and has four core functions.

• Setting standards for optical education and training, performance and conduct.
• Approving qualifications leading to registration.
• Maintaining a register of individuals who are qualified and fit to practise, train or carry on business as optometrists and dispensing opticians.
• Investigating and acting where registrants’ fitness to practise, train or carry on business is impaired

Fitness to practise are responsible for investigating and acting where a registrants’ fitness to practise may be impaired.

The administrator may be assigned to either the case progression or hearings team and will undertake a varied and interesting, although sometime repetitive, role in supporting our officers, managers, lawyers and department heads to ensure the smooth running of our fitness to practise function.

A core part of the support provided to the hearings team will involve undertaking quality control checks on all pre and post hearing tasks in order to ensure that we maintain the integrity of the register.

Core Responsibilities

Case Progression

Hearings

• Manage the distribution of incoming post, including the scanning of correspondence and records. Maintain departmental filing including entering/retrieving information from databases to a high standard of accuracy.
• Prepare bundles for stakeholders including redacting sensitive information where necessary
• Manage compliance with conditions imposed on registrants following a fitness to practise decision (interim and substantive)
• Conduct quality assurance checks on all pre-and post-hearing tasks to ensure events run smoothly and actions have been complete within set KPI’s.
• To regularly review outcomes on CRM, the Register and the GOC website following the conclusion of an event or the appeal period
• Quality assure hearing determinations in a timely manner to ensure that the appropriate rules have been followed and by ensuring that the website version has been redacted where appropriate within the set KPI.

General

• Manage the fitness to practise and/or hearings inboxes (as required) and act as the first point of contact for all telephone queries within the department and action the query as necessary.
• Provide administrative support to the casework and resolutions team including the drafting of letters and making/receiving telephone calls
• Communicate with relevant customers and stakeholders to provide or obtain information about our functions and procedures
• Actively participate in training and development events within the directorate, and keep own skills and knowledge up to date.
• Provide other equivalent administrative support to the directorate, and to the organisation, as directed including scheduling support and processing invoices

Essential Skills/Experience/Qualifications

• A high standard of literacy and numeracy
• Good Microsoft Office skills including Word and Excel
• Excellent organisational skills with a high attention to detail
• Proactive attitude with good problem-solving skills
• A team player and able to work well with peers and senior team members
• Prior administrative or experience in a customer service background would be desirable but is not essential.
• Staff are currently working remotely due to the pandemic. The organisation is in the process of planning for the return to the GOC offices, however due to the nature of this role there will be an expectation of some office working.