Administration Support Officer – Medical

Administration Support Officer – Medical

(Role known internally as Professional Support Officer – Medical)

Salary Range : Upto £26,000 dependent on experience

Contract – 12 Month FTC

Location – Gatwick/Crawley Base

Security Level – BPSS

Closing Date: 05th Dec 2024

Interview Date: Between 9th and 20th Dec 2024, Gatwick office.

Who we are:

The Civil Aviation Authority is the UK’s aviation and aerospace regulator, responsible for keeping passengers and the public safe. Recognised as a world leader in our field, we are at the cutting edge of the exciting and ever-changing environments.

The Role

The Medical Capability Team (MCT) is responsible for a wide variety of vital services that enable our skies to remain safe. Ranging from individual case management to international conferences and the sharing of best practice regarding aviation medical advancement. You will provide a full and broad range of business support and administrative duties to our specialist consultants, medical assessors, and nurses. Working collaboratively with a broad range of Stakeholders and acting as the face of the Medical Department, ensuring essential support is provided, particularly in the administration of clinical sessions and arranging clinical support. The role provides the opportunity to work directly with our doctors and medical professionals supporting their Clinics, and it is expected that this role will be predominantly office based at our Head office at Gatwick.

Key Accountabilities 

• Provide extensive departmental and administrative assistance to the MCT and specialist consultant clinical sessions.
• Including but not limited to the management of incoming and outgoing correspondence, drafting letters and memos for clinical staff, administration of clinical sessions, arranging clinical support, such as stock control, phlebotomy services, Drug and Alcohol testing services.
• Assist with loading medical examination data and specialist investigation details onto the medical records database.
• Upload and manage necessary IT procedures which relate to the management of medical assessments.
• Manage enquiries, effectively within the Data Protection Act & GDPR.
• Provide advice and information to aircrew, doctors, other Safety and Airspace Regulation Group (SARG) departments and wider customers in relation to medical fitness, medical certification, requirements and standards and medical certification procedures.
• Identify when and where appropriate to refer cases to a specialist.
• Monitor performance indicators in the MCT and collate relevant data for management to facilitate provision of appropriate statistical data, providing these to the Medical Business and Practice Manager for monthly management assessment.
• Assist with audit programmes as directed by the Medical Business and Practice Manager, such as Internal Audits, Peer Reviews for the Responsible Officer functions.
• Provide training to colleagues as appropriate. This will include participation of induction programmes for new staff, and the overseeing of visiting staff.
• Review and update the PST and Clinical Administration procedures.
• Provide administrative support to the specialist consultants, including preparation of clinical sessions, checking of invoicing, logging consultant invoicing, supplier services.
• Support to the Medical Business and Practice Manager and deputise in their absence.
• Provide support to IT enhancements and changes, including User Acceptance Testing.
• In the absence of the PA to the Chief Medical Officer (CMO), provide support to the CMO, which may include diary management.
• To take individual responsibility for own health and safety and to co-operate and assist in the maintenance of a safe working environment for all.

ABOUT YOU

You will have previous experience of offering departmental administration business support, ideally from a clinical or medical background, demonstrating a passion for providing excellent customer service to a broad range of stakeholders. You will be confident in engaging both in person and virtually.

Essential Minimum Criteria

• Able to confidently prioritise often against demanding timelines, whilst demonstrating flexibility to meet objectives.
• Cross train with others in the team to offer support at peak periods.
• Confidently resolve or address issues, with a flair for pre-empting situations and identifying solutions.
• Able to demonstrate an understanding of procedures and compliance.
• Able to demonstrate discretion and managing confidential data.
• Confidently collaborate and demonstrate teamwork.
• Able to represent a compassionate and professional image with all stakeholders.
• Must have a proven “can-do” attitude and an appetite for learning, as well as a personality that enjoys working in a truly diverse environment.
• Ability to recognise the importance of the team within the CAA and the opportunity to represent a compassionate and professional face to the many applicants that the department liaises with.
• High degree of interpersonal skills at all levels.
• A high standard of IT skills and knowledge, particularly Excel and PowerPoint
• Assist with the testing, such as the taking of blood and hair samples.

Desirable Experience

• Managerial experience
• Medical practice / Departmental Assistant / Office Manager qualification

Additional Information

For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles the post holders must undergo National Security Vetting and achieve the appropriate level of clearance. To be vetted we will usually expect a reasonable period of residency in the UK so that meaningful checks can be undertaken. This can either be 3 years or 5 years depending on the level required (CTC or SC). If you do not meet these requirements, we may not be able to accept your application. For more information please visit – Vetting explained – GOV.UK (www.gov.uk). The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

Inclusivity & Our Values

We are proud to be an equal opportunity employer and celebrate our diversity ensuring all are backgrounds included here at the CAA. As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview. 

Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here 

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

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