About this role
Job summary
We are looking for someone to join us in our Adult Social Care Finance Team, in the role of Finance Admin Assistant.
Whether you are an experienced administrator looking for a change of scenery or someone who is looking for a career path within adult social care, with an opportunity to take advantage of our excellent training opportunities and possibly gain a qualification in business administration, we would love to hear from you!
The successful candidate will:
Be confident with Microsoft Office, particularly Outlook and Excel Have excellent attention to detail and accuracy Be a motivated and reliable team player Demonstrate strong customer service and communication skills Be confident working with data and financial information
Main duties of the job
Your main role will be to provide administrative support to colleagues within the Finance Team. You will need to be someone who pays great attention to detail and ensures that everything is completed to the required standard. Our staff are trusted to have access to highly confidential information and, therefore, we expect high levels of integrity and discretion. You will need strong IT skills and should be proficient in Microsoft Office packages.
About us
Focus is an independent Social Enterprise (Community Interest Company) providing Adult Social Work across North East Lincolnshire. We believe that being an independent social work practice provides us with unique opportunities to be more flexible and creative in our approach. This benefits our service users, their families and carers and our staff.
What We Can Offer
In addition to a competitive salary we can offer you a fantastic benefits package which includes a generous annual leave allowance (starting at 30 days), pension scheme, free on-site parking, various flexible and blended working arrangements, a full on-boarding process, access to continuing professional development, supervision and a range of employee health and well-being initiatives.
Please note that we are not currently in a position to provide sponsorship to those individuals that may require it. Therefore applicants must have current and unrestricted right to work in the UK.
Job description Job responsibilities
The purpose of the Finance Admin Assistant is to support the Finance Team with the day to day operational administration tasks of the social care finance team to ensure an excellent service is given to the individuals that come into contact with the team.
PRINCIPAL DUTIES & REPONSIBILITES
Complete day to day administrative duties from opening the post, scanning, filing and posting of correspondence.
Responsible for answering and responding to incoming calls into the service, assisting callers with queries regarding their financial matters, acting in a professional and efficient manner and ensuring confidentiality at all times.
Deal with highly sensitive and demanding situations over the telephone such as discussing debt recovery, client contributions payable and general social care finance matters.
Enter data accurately onto the health and social care finance systems that are used within adult social care.
Maintain accurate data and system records of correspondence sent and received; create a robust checking system to keep track of outstanding document requests.
Manage the waiting list processes within the adult social care finance system and highlight any issues with the Finance Team Leads.
Liaise with other members of the finance team to co-ordinate large mail shots / correspondence being issued.
Manage own workload with competing priorities and deadlines.
General Tasks
Responsible for answering and responding to incoming calls into the service, assisting callers with queries regarding their financial matters, acting in a professional and efficient manner and ensuring confidentiality at all times.
To play an active role and work with wider team members, to develop and maintain new payment systems and processes that will benefit social care finance work.
Ensures provision and maintenance of an effective, accurate and up to date electronic filing and records system. Ensures files/ records are always stored and used in line with Focus policies.
Review and amend processes/ procedures and provide the necessary overview and training for staff as required in response to any changes which impact on work of service area.
Be aware of and adhere to best practise, providing and suggesting improvements when possible.
Engaging with External solicitors in relation to payments that are due for social care.
Support and advise the wider organisation in relation to adult social care finance matters
Undertake general office/administration duties.
Financial Assessment Admin
Maintain the administrative process that is in place for Deferred Payment Agreements which will include the responsibility of the issuing of the Deferred Payment Agreements, monitoring their return and requesting land searches.
Liaise with Solicitors to provide information for the Deferred Payment Agreement.
Check Financial representations and notify a Social Worker if someone lacks capacity to represent themselves financially.
Manage and monitor system one waiting lists, set tasks and workflows.
Responsible for booking financial assessment visits with individuals or their financial representatives and provide an overview of the information that will be required during the visit.
Responsible for checking lone worker safety checks for colleagues to comply with the Lone Working Policy.
Communicate with individuals, family members, financial representatives and external agencies i.e. Legal, DWP, to chase up documents or additional evidence required for completion of a financial assessment.
Complete non complex financial assessments, add them to the internal ContOcc System, process the financial assessment and send the relevant notification.
Responsible for deceased and ended process, checking unpaid debt and actioning the debt recovery process.
Payments and Collections Admin
Payment to Providers and Collection of income
Make contractual payments to providers within agreed timescales and relevant intervals.
Work closely with providers to build positive working relationships and strong communication links.
Chase providers for unallocated invoices.
Liaise with social work managers and social work admin to resolve any internal/external queries. Calculate standing order payments and make any financial adjustments necessary i.e. refund overpayments or invoice for shortfalls.
Advising clients on payment options available and assist those with general social care finance matters.
Debt Recovery
Monitoring debts relating to adult social care using a variety of internal systems.
Maintain and monitor a new client list, preventing debt from accruing where possible. This will involve following processes and working on your initiative to resolve cases.
Engaging with External providers via various methods to resolve debt and obtain payment.
Support the finance team to set up payment plan agreements, monitor ongoing payments, and refer for further recovery if needed.
Setting up direct debits for payment of adult social care services ensuring the direct debit guarantee rules are adhered to.
Complete write off processes as and when required which will involve liaising with service users, other professional and completing relevant documents.
Engaging with External solicitors in relation to payments that are due for social care.
Support the Debt recovery Officer in chasing the property paperwork required
Monitor Deferred Payment Accounts linked to a legal charge.
Setting up direct debits for payment of adult social care services ensuring the direct debit guarantee rules are adhered to.
Direct Payments
Support with setting up of a direct payment cards including verifying documents covered under the Financial Regulations, if required.
Complete the reissue cards report
Provide day to day support within direct payments if required.
Person Specification
Skills/Abilities Essential
Excellent interpersonal and communication skills Strong organisational skills and attention to detail Ability to prioritise and manage multiple tasks while maintaining professionalism under pressure Competent user of Microsoft Office (Word, Excel, Outlook, Teams) and general IT systems A positive, customer focused attitude Ability to work both independently and collaboratively as part of a team
Desirable
Experience of maintaining accurate filing and record keeping systems.
Knowledge/Understanding Essential
Understanding of confidentiality and data protection in handling information
Experience Essential
Experience of providing administrative support or experience of delivering front of house or customer service duties.
Desirable
Experience of handling and responding to telephone and email enquiries
Qualifications Essential
GCSEs in English & Maths at a Grade C / Level 4 or above OR Functional Skills Level 2 in Maths & English and willingness to work towards a Business Administration Qualification.
Desirable
Further education or training in Business Administration, Customer Service, or related area
Employer details Employer name Focus Independent Adult Social Work
Address Focus Independent Adult Social Work
Heritage House
Fishermans Wharf
Grimsby
North East Lincolnshire
DN31 1SY
United Kingdom
Employer's website https://www.focusadultsocialwork.co.uk/ (Opens in a new tab)