Administration Coordinator
We are recruiting an Administrator in our Government Team at Healix in Esher. The job title for the role will be Clearance Coordinator.
The Clearance Coordinator works together with the Clearance Nurse team to administer the medical clearance process for Government employees who will be travelling overseas for work or who will be taking up an overseas post for a longer period of time.
What we are looking for:
Requirements, background, skills (hours, travel etc.) –
* Ability to work well in a team and take responsibility for the areas of the clearance service that are non-medical.
* Excellent Oral Communication Skills, Excellent Written Communication Skills, Attention to detail, Organisation, Time Management, Prioritisation, Results Driven
* Have enthusiasm and self-motivation to take a positive approach to solve the issues that are current and emerging with the clearance service
* Ability to liaise effectively, and problem solve issues related to clearances with all internal staff, the wider Healix group, clients and members.
* Ability to work calmly under pressure and escalate issues to managers for early resolution.
* Ability to be adaptable and proactive in managing the workload on the day.
* Ability to review data to help inform how things are working and the ability to look at doing things differently to improve our process.
* Ability to keep accurate records.
* Have an awareness of the different posting locations, the challenges and services available.
* Ability to spot gaps in information and use it to build on our information management.
* Be adaptable to changing work demands.
* Be confident taking and making telephone calls.
* Experience in handling medical clearances preferred.
This is a part-time position, 21 hours per week. The Full Time Equivalent salary is £25,000 which will be prorata'd for a shorter working week.
About the role
Main purpose of the role including responsibilities:
* Be an expert in leading the clearance service.
* Take responsibility for the non-medical aspects of the One HMG medical clearance applications from enquiries via the main inbox through to completion of outcome paperwork with support from line manager and Operations Managers, clearance nurses and others in the team as needed.
* Keep up to date on all aspects of clearances – e.g. how the hub can help people upload information; which locations need additional input (such as hostile locations); what the hub warnings mean to ensure those going overseas are provided with the right information (e.g. zika letter, air pollution letter)
* Leads on the liaison between team members and PAGS, RPS to proactively obtain and maintain key information, recognising where the gaps are and seeking answers.
* Take responsibility for the agenda to ensure clearances are handled in line with KPIs.
* Keep accurate and up to date records so that next steps are clear to the member, the team and the PAGs .
* Answer telephone queries from clearance applicants, their managers, external clients and key stakeholders and make accurate, relevant appropriate notes in case files.
* Be a role model for other team members and lead by example.
About the company
All around the world, Healix safeguards people's health and wellbeing.
Required Criteria
* Excellent communication skills
* Ability to liaise effectively, and problem solve issues related to clearances with all internal staff, the wider Healix group, clients and members
* Adaptable to changing work demands
Desired Criteria
* Awareness of the different posting locations, the challenges and services available
* Experience in handling medical clearances
Skills you'll need
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