Job responsibilities
The post holder will be expected to support their team, department, and organisation to achieve ABLs values in their day-to-day work.
The post holder will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect, and judgement to work on their own initiative to deal with matters on behalf of their Manager and service delivery, supporting clients through the assessment pathway within the Be U North Yorkshire service.
The post holder will be an effective decision maker, who is able to prioritise their own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.
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 the waiting list, supporting the administration of client caseloads, waiting lists, and adding children to the 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 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, eg, Psych or SALT clinical assessment, as requested by the clinical team
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 rearranging diary commitments with full knowledge of service clinical commitments within the 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 parent/clinician/school queries and requests.
Monitoring and management of the service caseload & 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.
To have the ability to form professional relationships with stakeholders, for example, paediatricians and schools.
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 North Yorkshire service.
Responding to email/telephone queries, including parents/carers and forwarding relevant queries to the 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 North Yorkshire 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 breakdowns in referrals, waiting lists and waiting times, referral routes and discharge.
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 North Yorkshire 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.
Review of this Job Description
This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.
Other Duties
There may be a requirement to undertake other duties as may reasonably be required to support the Be U North Yorkshire service.
Please note that we are not able to offer sponsorship for this role
