Sovereign Base Areas Administration - Official Vacancy Notice
Vacancy reference: HR/26/65
Location: Akrotiri
Eligibility: LEC CYN/UKFM
Closing date: 13/10/2026 (Midnight, Cyprus local time)
Official listing: SBA Administration vacancies
Original advert: View the official PDF
Medical Administrator – Reception
and Administration Duties
CYN / INT-EXT / UKFM
Vacancy Campaign Number: HR/26/65
Terms & Conditions of Employment
For information on the process or
1. Contract Type: Permanent
the application please contact the
2. Grade: New Recruits:
Resource Administrator: Mrs
The below grades are for current employees: Stasoula Stylianou Dafnou
1. NEW TACOS: Local Administrative Assistant (LAA) on 00357 25 96 3527
2. OLD TACOS BFC: BFC Band 7
Operating hours:
3. OLD TACOS SBAA: SBAA 3 Monday to Thursday: 08:00 –
14:00
Old TACOS CIN – Find your Scale (weblink accessible only
Friday: 08:00 – 12:00
through MODNET)
* Old TACOS Employees Under a Pension Scheme will be moved on
SBAA old TACOS.
3. New Tacos Salary: €17,118.00 per annum, plus Cost-of-Living
Allowance (COLA)
4. Hours per week: Full Time, 37 hours per week (exclusive of
lunch breaks)
a. Mon - Thurs 0800 to 1600hrs
b. Fri - 0800 to 1530hrs
5. Location: The postholder will be primarily based at Akrotiri
Medical Centre but may be required to work at Episkopi
Medical Centre on occasion.
6. General_Terms_Conditions_Employment_New_Recruits
(Weblink)
7. Closing Date: 13th October 2026, Midnight, Local Cyprus Time
Eligibility - Are you eligible to apply?
To be eligible to apply for this role, you must be a Cypriot National.
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
This advert is running concurrently both internally and externally. There will be NO
priority given to internal candidates.
UK Family Member (UKFM) Applications are welcome. If a UKFM is found
successful they will be offered a Fixed Term Appointment contract for 1 year and the
relevant provisions of the Recruitment and Appointment Policy will be applicable.
Applications from individuals that have either reached or passed the BFC / SBAA
Normal Retirement age of 65 will not be accepted.
Essential & Desirable Criteria for the Role
Important Note: Details on the role can be found on the Job Description which is at the end
of this document. These criteria are part of the assessment criteria and will influence the
decision on whether your application will proceed to the next stage.
Essential 1. Relevant administrative / clerical experience
2. You must undergo and pass as security & police check. If you are found
successful, you will be requested to provide a Clean Criminal Record and a
Sex Offenders Certificate issued by the Republic of Cyprus.
3. A good knowledge of office-based IT is needed, including Microsoft Office
packages (Word, Excel, Outlook, SharePoint) and electronic filing practices.
4. The ability to communicate in English both verbally and in writing is an
essential part of this role.
5. If you are found successful on this campaign, we will be requesting
references, therefore, ensure to have completed this information on your
application form.
6. Be prepared to self-drive an MT vehicle (and prepared to maintain or obtain
FMT600) to attend meetings across WSBA and ESBA or occasionally in the
Republic of Cyprus.
7. Native English or excellent written and verbal English communication skills,
with the confidence to engage effectively with internal and external
stakeholders. The level of English will be tested during the interview through
an online English comprehension test, assessing both written and verbal
understanding.
8. Digital Proficiency: Strong working knowledge of office based IT systems and
Microsoft Office applications.
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
9. Qualifications: GCSE English (Grade C/4 or above), or equivalent recognised
qualifications.
10. Completion of all DPHC mandatory training appropriate administrative role
within 6 months of appointment. These courses enable the Ministry of
Defence (MOD) to meet its legislative, policy and procedural requirements.
Completing these courses will ensure that personnel understand their roles
and responsibilities, patient care is optimised, DPHC business is efficient,
and all personnel are operating safely within their working environment.
DPHC Mandatory Training Policy 2022-23.docx
11. Successfully complete an online English comprehension test,
assessing both written and verbal understanding, which will take place
during the interview.
Desirable
• Proficient in medical terminology and clinical record systems (e.g., DMICP,
Defence platforms, and equivalent UK National Health Systems EPRs).
• Prior experience working with the MOD/Defence Medical Services, NHS, or
military medical settings.
• Confident under pressure; prioritises effectively, solves problems, and supports
continuous service improvement
.
Official Language
The official language of the Sovereign Base Areas is English and consequently English is
the official language of British Forces Cyprus and Sovereign Base Areas Administration. All
documents are to be completed in this language. All employees of the Sovereign Base
Areas Administration and British Forces Cyprus are expected to have a basic command of
the English language as a pre-requisite for employment.
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
How to apply
a. To apply for this role you must complete the application form for external candidates
(weblink) or application for internal employees (weblink) and include evidence on how
you meet the below Competences. The completion of the competences is mandatory. If
you do not demonstrate evidence of the below competences, your application will be
sifted out. Additionally, please note that we can only accept applications as attachments
to email on its original Word Document format. No hard copy applications will be
accepted. Any forms that are submitted in any other format e.g., links to One Drive,
bitmap, jpeg, pdf will not be considered.
You may find Competences Examples here (Weblink)
1. Working Together
2. Communicating and influencing
3. Managing Customers and Supplier
4. Improvement and Change
b. This role is assessed through the use of the SBAA_BFC_Core_Competence (Weblink),
therefore, you are kindly invited to read the document to assist you with writing your
competences.
c. For further information about the role and process involved please contact FS Terri
Fenton Email: terri.fenton868@mod.gov.uk
d. For further recruitment information and guidance please choose the appropriate
guidance: Cypriot Nationals Q&A Application Process
e. Once completed electronically please send your application by email to:
BFC-SBAA-Recruitment-GpMailbox@mod.gov.uk.
The recruitment process.
The recruitment process is a fair and open competition and candidates are judged on their
own merit.
Please read the information on The Recruitment Process Stages Guide for Applicants
(Weblink) to help you understand the process. The document will explain the recruitment
process stages and enhance your understanding on it.
Additionally, as we want you to show the best version of yourself, we invite you to read the
guides available which should help you understand what you need to do to stand out. If you
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
feel you need further support, please contact the Resource Admin responsible for this
campaign, you can find the contact details on the front page of this advert.
Important Note: Ensure that your application has been correctly completed and all relevant information has
been provided. Failure to do so may result in your application being excluded.
Job Description
POSITION TITLE Medical Administrator – Reception and Administration Duties
Area/Section WSBA Aki/Epi Position No
Grade CLKII/LAA Grade Priority 1
Full Time/Part Time Full-time No of Established Hours 37
Required Security Clearance OS Position CYN/UKFM CYN
Current Incumbent Name Employed by BFC or SBAA BFC
Brief Description of Role
The Receptionist/Administrator of WSBA Medical Practice provides frontline support to patients,
visitors, and clinical staff within Defence Primary Healthcare (DPHC). This role delivers a
professional, welcoming service at reception and ensures the smooth running of daily
administrative operations. Key responsibilities include managing patient appointments, handling
enquiries in person and by phone, maintaining accurate records, supporting clinical teams with
administrative tasks, and ensuring compliance with DPHC policies and military medical standards.
The postholder plays a vital role in maintaining efficient clinic operations and supporting high
quality patient care across the defence medical environment.
As Medical Administrator the post holder will have a major impact in promoting a positive image of
the Medical Centre to patients and other users so must maintain an appropriate and professional
standard of appearance, attitude and confidentiality.
Be fully conversant and comply with all Medical Centre Policy including safeguarding patient
identifiable information (both electronic and manual) in accordance with Caldicott Principles, as
directed by DPHC. Protect and provide all medical information in compliance with associated
policies and procedures (Data Protection Act 1998, Access to Medical Records Act 1988, etc.).
Responsible to The Civilian Medical Practitioner (CMP) through the Practice Manager (PM)
Priorities (list in order)
• Deliver reception and administration functions and support as directed by the Management
team and under the supervision of the office manager, including providing secretarial
support for meetings as required.
• Ensuring that the reception areas are fully staffed during normal working hours and that
patient and reception waiting areas are always clean and tidy.
• As part of the Medical Admin team provide administrative cover for the wider team as
required.
Responsible for (Tasks/Duties) Percentage (%) of time
spent during the working
week on each task
• Deliver reception and administration functions and support • 35%.
as directed by the Management team and under the
supervision of the office manager, including providing
secretarial support for meetings as required. Manage,
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
maintain, and monitor the Practice appointments system
and be the first point of contact for all patients.
• Deal with patient requests via post, telephone, email and • 34%
in person, in a timely manner, allocating appointments,
taking responsibility for documentation, scanning medical
records on to the internal medical computer system and
assisting with the management of E-Consult.
• Contact patients to book them in for routine medical and • 10%
occupational appointments and vaccinations after scrutiny
by the nursing team.
• Liaise with visiting clinicians to schedule appointments, • 10%
managing and de-conflicting use of clinical rooms within
the medical facility during their visits to the Medical
Centre. Ensuring that they, their colleagues, and any
visitors to their working area comply with the station and
medical centre Health and Safety policy including Local
Area Hazard register (4C’s System).
• Utilise Information Technology (IT) skills to meet the • 10%
administration requirements of the medical facility
including acting as the co-ordinator (when trained)
populating clinics on internal medical computer systems
for clinicians no later than 4 weeks in advance.
• Bring medical emergencies to the immediate attention of • 1%
clinical staff (Duty Medic/Nurse/ Doctor) and initiate first
response as per local protocol.
All employees are
• To undertake ad-hoc duties, as required, that may be reasonably expected by the line
manager but are commensurate with the grade, and within the unit objectives.
• To carry out responsibilities with regard to BFC Equal Opportunities and Health & Safety
Policies.
Competences required
Essential:
• Working Together
• Communicating and Influencing
• Managing Customers and Suppliers
• Improvement and Change
Training/qualifications required for the post
Essential
• Native English or excellent written and verbal English communication skills, with the
confidence to engage effectively with internal and external stakeholders. The level of
English will be tested during the interview through an online English comprehension test,
assessing both written and verbal understanding.
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
• Digital Proficiency: Strong working knowledge of office-based IT systems and Microsoft
Office applications.
• Qualifications: GCSE English (Grade C/4 or above), or equivalent recognised qualifications.
• Completion of all DPHC mandatory training appropriate administrative role within 6 months
of appointment. These courses enable the Ministry of Defence (MOD) to meet its
legislative, policy and procedural requirements. Completing these courses will ensure that
personnel understand their roles and responsibilities, patient care is optimised, DPHC
business is efficient, and all personnel are operating safely within their working
environment.
DPHC Mandatory Training Policy 2022-23.docx
Desirable
• Proficient in medical terminology and clinical record systems (e.g., DMICP, Defence
platforms, and equivalent UK National Health Systems EPRs).
• Prior experience working with the MOD/Defence Medical Services, NHS, or military medical
settings.
• Confident under pressure; prioritises effectively, solves problems, and supports continuous
service improvement.
Equal Opportunities Responsibilities
The responsibility for implementing the Department’s Equality & Diversity policies is shared by all
staff. The Post Holder has a shared responsibility to ensure that the working environment is free from
harassment, and that the dignity of others is respected. The Post Holder is required to take care that
his/her own conduct does not cause offence and she/he should discourage colleagues from
harassing others. Post Holder will be required to undertake a mandated Equality & Diversity training.
Health & Safety Responsibilities
The Post Holder is to take due account of customer care considerations and is responsible for
ensuring that their own actions and their environment is free from items/actions that may be
considered hazardous to others.
Employment
The postholder will be primarily based at Akrotiri Medical Centre but may be required to work at
Episkopi Medical Centre on occasion.
Contracted for 37 hours per week (exclusive of lunch breaks)
a. Mon - Thurs 0800 to 1600hrs
b. Fri - 0800 to 1530hrs
Originator: LM Employee:
Signed: Signed:
Date: Date:
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MEDICAL ADMINISTRATOR – RECEPTION AND ADMINISTRATION
DUTIES
VACANCY NUMBER: HR/26/65
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Links contained in the official document
