Administrator

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.
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.
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