Medical Administrator – Reception and Administration Duties
Vacancy Campaign Number: HR/24/117
Location: Episkopi / Akrotiri Medical Centre
Employment Type: Permanent, Full-Time
Grade: Local Administrative Assistant – LAA
Working Hours: 37 hours per week, excluding lunch breaks
Working Schedule
- Monday to Thursday: 08:00–16:00
- Friday: 08:00–15:30
Salary
€17,118 per annum, plus Cost-of-Living Allowance – COLA.
Eligibility
The position is primarily open to Cypriot nationals.
Applications from UK Family Members are also welcome. A successful UK Family Member will be offered a one-year Fixed-Term Appointment, subject to the applicable Recruitment and Appointment Policy.
Applications from individuals who have reached or passed the BFC/SBAA normal retirement age of 65 will not be accepted.
About the Role
The Medical Administrator will provide frontline reception and administrative support to patients, visitors and clinical personnel within Defence Primary Healthcare.
The successful candidate will deliver a professional and welcoming reception service and contribute to the smooth operation of the Medical Centre.
The role includes:
- Managing patient appointments
- Responding to enquiries in person, by telephone, email and post
- Maintaining accurate patient and administrative records
- Supporting clinical teams with administrative duties
- Protecting confidential medical information
- Ensuring compliance with Defence Primary Healthcare policies and military medical standards
The Medical Administrator plays an important role in presenting a positive and professional image of the Medical Centre. A professional appearance, attitude and high level of confidentiality must be maintained at all times.
The position reports to the Civilian Medical Practitioner through the Practice Manager.
Main Duties and Responsibilities
- Deliver reception and general administrative support under the direction of the Management Team and Office Manager.
- Act as the first point of contact for patients, visitors and other users of the Medical Centre.
- Manage, maintain and monitor the Practice appointment system.
- Allocate appointments and respond to patient requests promptly.
- Handle enquiries received:
- In person
- By telephone
- By email
- By post
- Take responsibility for relevant documentation.
- Scan medical records into the internal medical computer system.
- Assist with the administration and management of E-Consult.
- Contact patients to arrange:
- Routine medical appointments
- Occupational-health appointments
- Vaccinations
- Arrange appointments following review by the nursing team.
- Liaise with visiting clinicians and coordinate their appointment schedules.
- Manage the use of consultation and clinical rooms.
- Resolve scheduling conflicts involving clinical rooms and visiting professionals.
- Ensure clinicians, colleagues and visitors comply with Medical Centre and station Health and Safety policies.
- Provide secretarial support for meetings when required.
- Ensure that reception and patient waiting areas are appropriately staffed, clean and tidy.
- Provide administrative cover for other members of the Medical Administration Team.
- Use internal medical computer systems to create and populate clinics for clinicians.
- Ensure clinics are entered into the system no later than four weeks in advance, where required.
- Apply information-technology skills to meet the administrative requirements of the Medical Centre.
- Bring medical emergencies immediately to the attention of the Duty Medic, Nurse or Doctor.
- Initiate the appropriate first response in accordance with local procedures.
- Maintain accurate electronic and paper-based records.
- Safeguard patient-identifiable information.
- Handle medical information in accordance with applicable confidentiality, data-protection and medical-record policies.
- Carry out other reasonable duties assigned by the Line Manager.
- Follow British Forces Cyprus Equal Opportunities and Health and Safety policies.
Essential Requirements
Candidates must have:
- Relevant administrative or clerical experience.
- Native-level or excellent written and spoken English.
- Confidence communicating with internal and external stakeholders.
- GCSE English at Grade C/4 or above, or an equivalent recognised qualification.
- Strong working knowledge of office-based information-technology systems.
- Good knowledge of:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft SharePoint
- Electronic filing systems
- The ability to undergo and pass the required security and police checks.
- The ability to provide a clean criminal record certificate and a sex offenders certificate issued by the Republic of Cyprus, where required.
- The ability to provide suitable professional references.
- Willingness to complete all mandatory Defence Primary Healthcare training relevant to the administrative position within six months of appointment.
- Willingness to drive an authorised Ministry of Defence vehicle.
- Willingness to obtain or maintain the required FMT600 driving authorisation.
- Availability to attend meetings across the Western and Eastern Sovereign Base Areas and, occasionally, within the Republic of Cyprus.
Candidates must successfully complete an online English comprehension assessment during the interview, covering written and verbal understanding.
Desirable Experience and Skills
- Knowledge of medical terminology
- Experience using clinical-record systems
- Knowledge of DMICP or other Defence medical platforms
- Experience using electronic patient-record systems
- Previous experience working with:
- The Ministry of Defence
- Defence Medical Services
- The NHS
- A military medical facility
- Ability to remain calm and confident under pressure
- Strong organisational and prioritisation skills
- Problem-solving ability
- Commitment to continuous service improvement
Required Competencies
Applicants must provide evidence demonstrating the following competencies:
- Working Together
- Communicating and Influencing
- Managing Customers and Suppliers
- Improvement and Change
Applications that do not include evidence for all required competencies may be excluded from the recruitment process.
How to Apply
External applicants must complete the relevant application form for external candidates.
Current employees must complete the internal employee application form.
The application must include evidence demonstrating how the applicant meets each of the required competencies.
Applications must be submitted electronically as email attachments in their original Microsoft Word document format.
The following formats will not be accepted:
- PDF files
- JPEG or bitmap images
- OneDrive links
- Hard-copy applications
- Other file formats
Completed applications should be emailed to:
BFC-SBAA-Recruitment-GpMailbox@mod.gov.uk
Applicants must ensure that the application form is completed correctly and that all relevant information is included. Incomplete applications may be excluded from consideration.
Closing Date
9 July 2026 at midnight, Cyprus local time
Contact Information
For further information about the position, contact:
Pambos Christodoulou
Email: Pambos.Christodoulou124@mod.gov.uk
For information about the recruitment process or assistance with the application, contact:
Mrs Stasoula Stylianou Dafnou
Telephone: +357 25 963527
Operating hours:
- Monday to Thursday: 08:00–14:00
- Friday: 08:00–12:00
