Defence Primary Healthcare (DPHC), Chatham Medical Centre, Brompton Barracks, Chatham, Kent ME4 4UG Job Summary Here at Defence Primary Healthcare (DPHC), we are inclusive and dedicated, working to provide excellent care to our entitled personnel We are looking for a friendly, well-organised and adaptable Administrative Officer to join our supportive and welcoming team of healthcare professionals and administrative staff working within the Medical Centre located at Brompton Barracks, Chatham. You will need to be IT literate, have excellent communication skills and be a team worker. The position offer 37 hours per week and requests to work flexibly 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. Please note the salary will be pro-rata where part time hours are undertaken. Does this sound like the role for you? If so, we would love to hear from you 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 successful candidates will work as a member of the Defence Primary Healthcare (DPHC) Team, which will provide comprehensive, efficient and effective service in accordance with Ministry of Defence (MOD) and DPHC policies and procedures. This forms one of three practices within the group, the other two being at Shorncliffe Medical Centre and Maidstone Medical Centre. There is an expectation that the successful candidate will be required to work across all sites as needed. Duties will include the preparation of notes and statistics before clinics and surgeries. Administration of all clinical 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 team, secondary care and other associated healthcare agencies. The post holder will be required to use the Defence Medical Information Capability Program (DMICP) computer system, having completed all necessary training. As the Practice Administrator/Administrative Officer the post holder will have a major impact in promoting a positive image of the Healthcare Facility to patients and other users. The successful candidates will work as a member of the Defence Primary Healthcare (DPHC) Team, which will provide comprehensive, efficient and effective service in accordance with Ministry of Defence (MOD) and DPHC policies and procedures. This forms one of three practices within the group, the other two being at Shorncliffe Medical Centre and Maidstone Medical Centre. There is an expectation that the successful candidate will be required to work across all sites as needed. Duties will include the preparation of notes and statistics before clinics and surgeries. Administration of all clinical 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 team, secondary care and other associated healthcare agencies. The post holder will be required to use the Defence Medical Information Capability Program (DMICP) computer system, having completed all necessary training. As the Practice Administrator/Administrative Officer 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 main duties will include but are not be limited to: 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. 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. Receiving specimens from patients following Health and Safety guidelines, ensuring they are passed to the appropriate clinician. Logs and dispatches specimens to be sent to the Pathology Department. Contributing to the development, monitoring and evaluation of service delivery with the Practice, working with the Practice Manager to implement the Clinical Risk Register, Practice Development Plan and Clinical Audit Plan. Implementing administrative systems changes throughout the Practice and data collection for clinical audit purposes to demonstrate compliance with Healthcare Governance standards. Acting as the first point of contact for complaints, which should be directed to the appropriate Manager for action/response. Assisting in the collation of medical statistical information (associated with Key Performance Indicators (KPIs) and the treatment facility dashboard) as directed by the practice manager. For a full list of responsibilities, please check the Terms of Reference document. Behaviours We'll assess you against these behaviours during the selection process: Leadership Seeing the Big Picture Communicating and Influencing Managing a Quality Service Working Together Changing and Improving Alongside your salary of £26,235, Ministry of Defence contributes £7,600 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 A culture encouraging inclusion and diversity A Civil Service Pension Free parking Selection process details This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours. 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. If you are currently employed under Agenda for Change terms and conditions, you will not be eligible to apply for this post. The sift will be completed within 5 working days of the vacancy closing date and interviews will be held on a date to be confirmed. 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 There will be no reimbursement for any travel expenses for the interview. This post does not offer any assistance with relocation allowances. 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 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. 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 dbscivperssgdmsresourcingteammod.gov.uk. 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) 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 : Laura Shaw Email : laura.shaw579mod.gov.uk Recruitment team Email : DBSCivPers-SGDMSResourcingmod.gov.uk Further information Please see Further Information document.