E1 Administrative Officer

  • Job Reference: 92288
  • Date Posted: 6 January 2021
  • Employer: Ministry of Defence (Defence Medical Services, Whittington)
  • Location: Warminster Garrison, Warminster, Wiltshire BA12 0DJ
  • Salary: £20,919
  • Sector: Administration, Government & Defence, Healthcare & Medical
  • Job Type: Full Time, Part Time

Job Description

Summary Are you looking for an exciting role within Defence Primary Healthcare? Do you have administrative experience? Do you have excellent interpersonal skills and are you able to work single-handed and as part of a team, whilst coping under pressure? Look no further. We may have the opportunity for you. Here at Warminster Garrison we are looking for an E1 Administrative Officer in the position of Practice Administrator. You will provide high quality administrative support in pursuit of the appropriate delivery of primary health care to Service personnel and maintain accurate data whilst executing a variety of tasks. You will have delegated responsibility for the efficient administration of the medical centre administration Office. Job description As the successful candidate, you will work within the Medical Centre under the supervision of the Practice Manager (PM) and the line management of the Senior Practice Nurse. You will have deputising responsibility for the Practice Manager in their absence. The Practice Administrator will also have responsibility for the quality and smooth running of the administrative area of primary healthcare 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. As Deputy Practice Systems Administrator, 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 and will also be responsible for the maintenance of Health, Safety and Environmental standards and COSHH (Control of Substances Hazardous to health) legislation. The post holder will have a key role in promoting a positive image of the Medical Centre to its patients and other users/visitors. Responsibilities Duties will include, but are not limited to the following: -To maintain patient and staff confidentiality in accordance with (IAW) the Patient Confidentiality and Staff Confidentiality Protocols. To sign a copy of the former which lists Caldicott Principles; this copy is to be held by the Practice Manager -To action urgent duties for the Practice Manager in her absence to ensure the smooth running of health care delivery within the Medical Facility -Provide day-to-day supervision of two E2 administrative staff, delegating tasks accordingly and ensuring the smooth running of the front office/reception area -To ensure DMICP appointment templates are maintained accurately for all clinicians within the Medical and Physio Department -Maintain the recall system (via DMICP) for vaccinations and PULHEEMS (Physical Capability) and present the statistics to the Practice Manager as required -To provide a medical typing service for the Medical and Physio Department, ensuring that all typing is carried out as efficiently and accurately as directed -Collate the required information and stats to enable the PM to submit monthly KPI’s (Key Performance Indicators) -Maintain an accurate staff recall list -Ensure an accurate Practice telephone list is maintained -Enter all incoming clinical correspondence, reports and results onto DMICP -Ensure that all Insurance claims/AFCS (Armed Forces Compensation Scheme) forms are processed in a timely manner -Maintain general stationery requirements for the department, i.e. envelopes, photocopier paper, pens and pencils -Be aware of the complaints procedure and refer all complaints to the Practice Manager -Be aware of the procedures involved in the processing and safe keeping of patient documents and oversee the work of the E2s responsible for doing so. Provide cover for this area in the absence of staff -When required, participate in general reception duties including: directing enquiries, answering telephone, filing, mail distribution and booking appointments on DMICP -Carry out any administrative duties required by the physio department including any photocopying or faxing during the day. -Ensure all reports relevant to PCRF (Primary care Rehabilitation Facility) are seen daily by clinical staff. Please see the attached Terms of Reference for responsibilities in further detail. Behaviours We'll assess you against these behaviours during the selection process: Leadership Changing and Improving Working Together Managing a Quality Service Delivering at Pace Benefits • Learning and development tailored to your role • An environment with flexible working options • A culture encouraging inclusion and diversity • A Civil Service pension • Free Parking • Gym Access Things you need to know Security Successful candidates must pass a disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check. People working with government assets must complete basic personnel security standard checks. Selection process details This vacancy is using Success Profiles, and will assess your Behaviours and Experience. This post does not offer any assistance with relocation allowances. The sift will be completed within 5 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. 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 Feedback will only be provided if you attend an interview or assessment. Nationality requirements This job is broadly open to the following groups: UK nationals nationals of the Republic of Ireland nationals of Commonwealth countries nationals from the EU, EEA or Switzerland with (or eligible for) status under the European Union Settlement Scheme (EUSS) relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service certain family members of the relevant EU, EEA, Swiss or Turkish nationals Further information on nationality requirements Working for the Civil Service The Civil Service Code 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. 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. Apply and further information 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 : Yvonne Garfield Email : yvonne.garfield798@mod.gov.uk