Administrator Be U North Yorkshire

The purpose of ABLs Be U North Yorkshire Service is to provide autism assessments for children and young people aged 4-18, via the NHS.

Provide a high-quality, confidential, and efficient administrative service supporting the Be U North Yorkshire team. Responsibilities include managing clinic bookings, clinician diaries, and waiting lists using IAPTUS, coordinating client referrals and care pathways, and handling correspondence with parents, clinicians, and schools. Youll prepare documentation for meetings, take minutes, send reports and appointment letters, and maintain accurate records and filing systems. The role also involves managing the team diary, responding to email and phone queries, supporting new staff inductions, overseeing service reporting, and producing performance data.

Strong communication, organisation, and IT skills are essential to ensure the smooth and professional running of the service.

ABL is an exciting, fast-paced, growing community health organisation. As an experienced, CQC registered, provider of community health services, we are passionate about delivering evidence-based, innovative, effective, and relevant health care services in partnership with individuals, communities and stakeholders.

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…