Job Description

Job Overview

ABAEL is a well-established, family-run company, based in Norfolk and founded in 2012. We specialise in providing evidence based SLT and behaviour analytic therapy for children and families; particularly children who are autistic and/or have speech and language delays, complex communication needs and social communication difficulties. We're proud to serve the vibrant US Air Force community living in and around RAF Lakenheath, RAF Feltwell and RAF Mildenhall. Our experienced and passionate multidisciplinary team includes both SLTs and Board Certified Behaviour Analysts (BCBAs) who deliver therapy in the context of fun and motivating play-based sessions.

The main role of the Administrative Assistant is to assist the company with its day-to-day operations by providing it with confidential, efficient, and professional administration support. This role will have key responsibilities in the areas of General Administration, Billing, GDPR, Company Documents and Medical Records. The administrative assistant will work with the Directors, non-clinical and clinical staff.

Salary: 31,200 FTE

Duties

Provide administrative support to ensure efficient operation of the office Manage phone calls and correspondence (emails, letters, packages) with professionalism Perform data entry tasks accurately and efficiently Maintain organised filing systems and assist with clerical duties as required Prepare documents and reports using Microsoft Office and Google Workspace applications Assist in managing schedules, appointments, and meetings for team members Handle basic bookkeeping tasks using QuickBooks when necessary Support team members with various administrative tasks as needed

Job Responsibilities

General administration:

To assist in overseeing administrative trackers and schedules, keeping documents up to date and orderly, in coordination with the Directors and other admin and senior clinical staff Ensuring that all required documentation (for both clients and staff) is up to date Attend administration and SLT/ABA meetings as and when required Ensure all relevant data on the shared drive is filed within correct folders and that they are maintained, monitored, and reviewed as required Support the Directors and Therapists with any additional administrative tasks Provide administrative support during an audit Track authorisation expiry dates and send reminders to ensure that services are only delivered under a valid authorisation Create folders within Google Drive and Microsoft Teams for new beneficiaries Communicate with parents/caregivers to obtain beneficiary information and support with onboarding processes, ensuring that all documents are accurately completed and returned within the required time frame Track and monitor credentialing requirements across all staff, ensuring that ABAEL have up to date copies of required paperwork and that this is shared with payors as required To assist with the creation and documentation of risk assessments relating to company wide, beneficiary and staff risks
Billing:

Compile, finalise and submit monthly billing data ensuring deadlines are met and that the processing of the data is in line with GDPR and ABAEL standards Conduct all the cross checks required to complete the billing and check the accuracy of billing Complete these in a timely manner to ensure all parties are paid on time each month Ensure, there is evidence in place from the parent and therapist that a session has taken place (face to face and telehealth) Liaise with therapists to resolve any billing or invoicing queries in a timely manner and escalate any matters to the Directors Update monthly analysis sheet with therapy hours for both clients and therapists
GDPR:

Assist the admin team and Directors with maintaining GDPR compliance as per regulations Ensure GDPR Checklists are updated and completed by both employees and contractors on a yearly basis Ensure that staff and contractors only have access to the information that they need to do their jobs
Company documents and medical records:

Prepare, submit and share medical records (such as ABA treatment plans) to payors and caregivers, whilst maintaining GDPR compliance and policies, and updating trackers accordingly Archive medical records following discharge and update trackers Create and maintain all e-documents created for company use (including beneficiary application documents, company policies and procedures, company consent forms) Ensure all contracts, informed consents, handbooks and associated documents are sent out, completed and returned signed by all required parties as and when required to do so Ensure that all documents required to be signed on a regular (e.g. annual) basis are signed and filed correctly Ensure all intake documents are sent to new clients and returned and put in files prior to Initial Assessment Send out ABA/SLT intake documents to clients, follow up with clients to get completed documentation returned and file completed documentation in beneficiary folders

Experience, Knowledge and Skills

Proficient in Microsoft, Adobe, and Google Suite applications Strong organizational skills and attention to detail Excellent written and verbal communication skills Ability to handle sensitive information with discretion Previous experience in an administrative role is preferred Ability to work collaboratively in a team environment and manage lone working responsibilities effectively Ability to work effectively as part of a team Ability to work well under pressure Ability to manage own time and act in a self-directed way; able to proactively identify ways to meet goals and expectations A clean driving licence and access to your own car in order to drive to the Feltwell office when required
Job Types: Part-time, Permanent

Pay: 31,200.00 per year

Expected hours: 20 per week

Benefits:

Company pension Work from home
Work Location: Hybrid remote in Thetford IP26 4BB