Job Details of Administration Support Officer - Medical

• 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.

• 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.

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

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