Administrator - Be U Norfolk

Job description

Job responsibilities

Key Responsibilities

Provide high quality confidential and comprehensive administrative service including the management of client clinic bookings, matching clinician diaries for clinics, follow up clinics and rebooking cancelled/rescheduled appointments using IAPTUS.

To provide administrative co-ordination of care including processing of new referrals and informing the relevant clinician of clients added to waiting list, supporting the administration of client caseloads, waiting lists, and adding children to relevant assessment pathway as required.

Acting on administration required for outcomes of assessment which may include discharge of clients to the relevant provider and support of clients flowing through the autism assessment pathway.

Prepare client lists ready for multidisciplinary meetings

Note taking during meetings, actioning on appropriate outcomes.

Sending out clinical assessment reports to internal and external clinicians

Sending out, chasing, and uploading service specific forms that need to be completed by internal and/or external stakeholders.

Sending out clinic letters, appointment letters and emails

Manage the team diary, reminders and make decisions on behalf of the manager in prioritising and re-arranging diary commitments with full knowledge of service clinical commitments within the neurodevelopmental service.

Manage, open and sort incoming service and personal emails and other posts in a timely manner, and where appropriate, personally prepare and send responses to correspondence including actioning client/clinician queries and requests.

Monitoring and management of the caseload and waiting list

Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information. Uploading of clinical documentation in a prompt and structured manner.

Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring client information is up to date.

Oversee the facilitation and administration of meetings/panels, including taking formal minutes that are intended for external review e.g. safeguarding, the production of agendas and coordination of papers, ensuring key documents are available within defined timescales.

Local liaison with professionals to discuss concerns with adults on the autism assessment pathway.

Propose and implement changes to working practices to reflect the needs of the service.

Prioritise own workload on a day-to-day basis to ensure that deadlines are met.

Respond to ad-hoc requests for information from other sources as agreed by the Manager.

Front of House

Proactively maintain administrative systems as required to support the smooth running of the Be U Norfolk service.

Responding to email/telephone queries including parents/carers and forwarding relevant queries to wider Be U team as required.

Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information to the wider service team.

Answering phone and dealing with queries when necessary.

Understanding the liaising role to communicate clinical queries to the clinical team in a timely manner to support the ongoing management of clients.

Make administrative arrangements for ensuring new starters receive team inductions.

Computer/Administration

Monitor and requisition stationery and non-stock items.

Ensure all invoices relevant to the department are coded, validated, and authorised for payment.

Undertake word processing of all documents to a high standard, in an agreed ABL style and using an appropriate referencing system.

Utilise advanced level IT skills including Excel, Powerpoint, Word etc, in addition to executing the Be U Norfolk service recording system IAPTUS, to create service information transparency and detailed records of service KPIs.

The construction of accurate and relevant service performance reports will include but not limited to breakdown in referrals, waiting lists and waiting times, referral routes and discharge.

Communication

Maintain an up-to-date staff database to facilitate effective communication.

Communicate with staff and external stakeholders on news, events, and services.

To undertake specific administrative tasks relevant to individual teams

To provide administrative support across the Be U Norfolk service team as required.

Please note that this job description is not exhaustive. The post holder may have specific skills which mean that they may work outside of the competency boundaries for this role.

Person Specification

Qualifications

Essential

• GCSE, O Level or equivalent in Mathematics and English Language (level C and above)
• NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience

Desirable

• NVQ 3 level in a relevant subject
• RSA Typing II or equivalent

Experience

Essential

• Demonstrable experience of administrative and reception duties
• Experience of using MS Outlook or other to manage multiple electronic diaries
• Clear understanding and experience of Confidentiality and Information Governance

Desirable

• Experience of working in administration/reception in Healthcare Services
• Knowledge and experience of using IAPTUS
• Experience of producing draft letter templates

Employer details

Employer name

ABL Health Ltd

Address

NR1

Norfolk

NR1 1RB

Employer's website

https://www.ablhealth.co.uk/work-for-us/join-our-team/ (Opens in a new tab)