Finance Admin Assistant

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.