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Lichfield Medical Facility, Whittington Barracks, Lichfield, Staffs, WS14 9PY

Job Summary

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 Medical Administrative Office to join our encouraging and welcoming team of

dedicated military and civilian healthcare professionals and administrative staff.Does this sound like the role for you? If so, we would love to hear from you!

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 Medical Administrative Officer will support and assist the Business Manager at Lichfield Medical Centre. As part of a small team providing Primary Healthcare, the post holder will have delegated responsibility for the efficient administration of the Medical Centre.

The duties will include the creation of daily clinics on the Defence Medical Information Capability Program (DMICP), booking patients in at reception, maintenance and administration of electronic medical records, typing, filing and patient liaison. As a Medical Administrative Officer, you will have a major impact in promoting a positive image of the Medical Centre to patients and other users.

The Medical Administrative Officer will support and assist the Business Manager at Lichfield Medical Centre. As part of a small team providing Primary Healthcare, the post holder will have delegated responsibility for the efficient administration of the Medical Centre.

The duties will include the creation of daily clinics on the Defence Medical Information Capability Program (DMICP), booking patients in at reception, maintenance and administration of electronic medical records, typing, filing and patient liaison. As a Medical Administrative Officer, you will have a major impact in promoting a positive image of the Medical Centre to patients and other users.

Person specification

The Main Duties of the Role but Not Limited to:

• The maintenance of the practice clinic diary, including loading clinics onto the Medical Information Technology (IT) System 8 weeks in advance.
• Receiving and booking appointments for routine clinics, Medicals (Grading reviews, Heavy Goods Vehicle (HGV), Diving etc, vaccination and audio clinics. As well as sustaining an accurate record of Failure to Attends and developing a process to identify Failure to Book patients.
• Co-ordinating and actioning all written referrals and act as the focal point for the management of patient referrals to external medical agencies including National Health Service (NHS).
• Actively managing and retaining a patient tracking spreadsheet ensuring referrals for; Out of Hours (OOH) attendance and admissions, spectacles orders and Physiotherapy Clinical Rehabilitation Facility (PCRF) referrals including Multidisciplinary Injury Assessment Clinic (MIAC).
• Providing general administrative support to the practice including faxing, photocopying, scanning, booking appointments and dealing with patients in an appropriate manner either face to face, by telephone or in writing.
• Actively participating in healthcare governance. Holding specific responsibility for administrative audits e.g., referral duration time audit, Did Not Attend (DNA) audit.
  
  

Please refer to the attached Terms of Reference for a full list of duties

Behaviours

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

• Changing and Improving
• Leadership
• Communicating and Influencing
• Making Effective Decisions
• Working Together
• Managing a Quality Service
  
  

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

• Changing and Improving
• Leadership
• Communicating and Influencing
  
  

Alongside your salary of £26,770, Ministry of Defence contributes £7,755 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 environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Free Parking
• Costa - Cafe - Restaurant Mess
• Convenience Store
• Access to the Gym
  
  

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
• Communicating and Influencing
• Changing & Improving
  
  

Experience

• Candidates will be required to provide CV details to include job history and previous skills and experience.
• 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.
  
  

Behaviours

At interview you will be assessed against the following:

• Changing and Improving
• Leadership
• Communicating and Influencing
• Making Effective Decisions
• Working Together
• Managing a Quality Service
  
  

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.

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.

Defence Medical Services - 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.

This post does not offer any assistance with relocation allowances

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.

As a result of the changes to the UK immigration rules which came into effect on 1st 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 (www.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.

Feedback will only be provided if you attend an interview or assessment.

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 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 and Experience.

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 : Ally Donaldson
• Email : alisdair.donaldson106@mod.gov.uk
  
  

Recruitment team

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

Further information

Please see Further Information Document