Finance Officer

Finance Officer (Band 3)

Omagh

Temporary (2 months Initially)

The Client: Local Healthcare body based in Omagh

The Role: Finance Officer

JOB SUMMARY

The Post-holder will be required to work as a member of the Finance team, assisting in the delivery of efficient and high quality financial services to the Trust. S/he will have good communication skills, the ability to work independently, to work accurately and maintain confidentiality. To assist in the provision of efficient and effective financial services in relation to one of the following functions:-

(A) Financial Assessment (Residential & Nursing Homes)

To assist in the facilitation of an efficient and effective financial assessment, collection and payment service for service users in a residential or nursing home setting.

To assist in the assessment of contributions due from clients admitted to statutory/private/voluntary nursing and residential homes, in accordance with the Charging for Residential Accommodation Guide and within laid down timescales.

(B) Direct Payments/Self-Directed Support

To assist in the management of the Direct Payments system including setting up payment schedules, monitoring, maintaining and liaising with users and staff in relation to Direct Payments.

(C) Retained Finance

To assist in the delivery of a range of financial support services in relation to income, payments and payroll and will provide input to the payments function and will also become proficient in income as part of a team to support the Trust in liaising with BSO Shared Services, carrying out processes to ensure invoices are raised/ paid and assisting with queries.

The post holder will be expected to undertake duties in the cash office as required and provide service and monitoring function in relation to service users in the community.

MAIN DUTIES & RESPONSIBILITIES

(A) Financial Assessment (Residential & Nursing Homes)

• To ensure that all appropriate documentation is received and is completed properly for persons admitted to statutory /private/ voluntary homes and any necessary follow up action is taken.
• To update client records in respect of admissions/discharges and deaths accurately and in a timely manner.
• To verify income and assets as required.
• To maintain and update records of clients with statutory disregards.
• To notify the client or their representative and the Home of the assessed charge.
• To produce and distribute standard system reports as per laid down procedures and timescales.
• To assist in the preparation of briefing papers for consideration of the Trust's Scrutiny Group where necessary e.g. discretionary disregard applied for.
• To liaise with clients, their representatives, Care Managers, solicitors and statutory agencies as necessary.
• To ensure that assessment queries from whatever source are addressed and resolved in a timely manner.
• To assist in the recovery of all income due to the Trust from clients or their representatives
• To facilitate the distribution of personal allowances to residents in statutory homes.
• To maintain accurate manual and computer records of all transactions in respect of pensions and benefits including the appropriate allocation of personal allowance
• To liaise with residents, their representatives, Care Managers, solicitors and statutory agencies as necessary.
• To ensure that pension/benefit queries from whatever source are addressed and resolved in a timely manner.
• Cash Office
• Receipt, accurate recording and safe custody of all monies due to the Trust
• Preparation of bank lodgement and banking
• Ensure accurate recording and safe custody of patient's property
• Ensure paying out of patients property accounts
• Maintain petty cash floats
• Payment of patient travel claims
• Collection of catering and other miscellaneous cash
• Receipting cash received
• Provide information to the Compensation Recovery Unit (CRU)
• Assist in monitoring RTA income
• Filing support documentation

(B) Direct Payments/Self-Directed Support (SDS)

• To assist in setting up Direct Payment schedules for regular payment cycles and one-off payments to meet deadlines and ensure accurate payment to service users.
• Contact social work staff in relation to setting up of Direct Payments, including receiving and querying sensitive information about service users.
• Assisting in maintaining an accurate register of all direct payment users and associated documentation and records.
• To assist processes regarding the cancellation, suspension, increase and decrease of direct payment packages in response to requests from social workers
• To maintain and update records in relation to all aspects of direct payments
• Assist in monitoring quarterly financial returns from service users and following up when these are not submitted on time.
• Assist in responding to basic enquiries from service users and staff by phone, email and letter
• To assist in the recovery of all income due to the Trust from clients or their representatives
• To maintain accurate manual and computer records of all transactions in respect of direct payments
• To follow-up on all outstanding information required from social workers, service users and other parties.

(C) Retained Finance

• Record and analyse all transactions accurately, supported by appropriate authorised primary documentation in accordance with the Trust's Standing Financial Instructions, internal financial procedures and statutory reporting requirements laid down by the DHSSPS, covering all types of payments which come through the Retained Finance Function e.g. petty cash reimbursements, for any appropriate verification by other team members.
• Provide expertise input to the payments function and become proficient in income as part of a team, to support the Trust in liaising with BSO Shared Services, carrying out processes to ensure invoices are raised/ paid and assisting with queries.
• Ensures that all invoices / accounts / payments which come through Retained Finance Office or are to be actioned on efin are processed accurately and timeously.
• Process all petty cash reimbursements on a timely basis
• Ensure that all documentation and records are matched and filed in accordance with the Trust's policies and procedures
• Liaise with PALS in relation to orders, deliveries, prices etc and develop and maintain an appropriate knowledge of PALS and Trust procurement policies and procedures
• Prepare Foster care and other travel claims for input to efin.
• Prepare appropriate spreadsheets for upload to efin
• Process payments to Foster Parents on a monthly basis and prepare a schedule of charges to other Trust's regarding Foster Parents.
• Process any manual / urgent payment requests requiring manual cheque /BACS / urgent cheques, which come through the office.
• Review particular accounts to ensure invoices have been workflowed to approvers
• Follow-up with budget-holders where there are delays in approving invoices
• Preparing any necessary journals e.g. Vodafone
• Assist in dealing with written correspondence from Suppliers in relation to unpaid invoices and in monitoring all "old" invoices and ensuring the expedition of payment.
• Assist in ensuring Trust compliance with prompt payment targets and responsibilities particularly in relation to the Late Payment of Commercial Debts {Interest} Act 1998.
• Assist in selective checking of invoices.
• Provide advice to, and liaison with, staff in other facilities and assist in resolving ad-hoc enquiries as and when required.
• Assist in training new and existing staff members in relevant payment procedures and other workload associated with payments within Retained Finance section.
• Assist senior staff in the provision of reporting information.
• Assist in the preparation of monthly and annual journals for input and posting to General Ledger as required
• Assist in the preparation of Annual Accounts.
• Assist in supporting other areas within the Retained Finance function e.g. in income, processing PP1s and other requests for invoices to be raised, complete appropriate paperwork for reimbursement to consultants;
• Provide a cash office function as part of a team.
• Maintain a sound knowledge of the structures and functions of the Trust, particularly in relation to authorised signatories.
• Assist senior staff in developing systems and procedures to improve the delivery of value added Financial Services.
• Provide administrative support to the Head of Financial Services as and when required

ALL POST HOLDERS

General Finance Responsibilities

• Maintain the security of all documents, information and systems within the department to the highest standard.
• Ensure that all correspondence or other queries are dealt with according to department policies and procedures, and in a proper and prompt manner, referring to team leader as appropriate.
• Assist the team leader in ensuring that all deadlines are adhered to e.g. daily/weekly/monthly reconciliations, monthly processing and reporting time

GENERAL / MANAGEMENT RESPONSIBILITIES

• Participates in Staff Development and Performance Review. Review individually on a regular basis the performance of immediately subordinate staff. Provide guidance on personal development requirements and advise on and initiate, where appropriate, further training.
• Ensures that the review of performance identified in (1) above is performed for all levels of staff for whom/he/she has professional management authority.
• Maintains staff relationships and morale among the staff reporting to him/her.
• Delegates appropriate responsibility and authority to the level of staff within his/her control consistent with effective decision-making while retaining overall responsibility and accountability for results.
• Participates, as required, in the selection and appointment of staff reporting to him/her, in accordance with procedures laid down and approved by the Trust.
• Takes such action as may be necessary in disciplinary matters in accordance with procedures laid down and approved by the Trust.
• Ensure the staff are adequately trained in processes and procedures.
• Ensures Health & Safety regulations are adhered to and staff reporting to him/her are fully conversant with the regulations.
• Undertake any other duties as may be assigned from time to time.
• Ensure Health and Safety regulations are adhered
• Maintenance and ordering of stationery
• Maintenance of order books
• Responsible for safety of keys
• Ensuring photocopiers / office equipment are maintained
• Administrative support to senior managers

The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with 'Your right to raise a concern (Whistleblowing)' policy and their professional code of conduct, where applicable.

GENERAL DUTIES

• Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible.
• Develop and maintain good communication with all levels of management and build partnerships with the wider HPSS, NHS and external organizations in the promotion of the Trust.
• Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations.
• Participate in the grievance and disciplinary processes as required.
• Promote equality of opportunity through his/her own actions and ensure this policy is adhered to by staff for whom he/she has responsibility.

General Requirements

The post holder will be required to:

• Ensure the Trust's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
• Smoke Free policy
• IT Security Policy and Code of Conduct
• standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• All employees of the WHSCT are legally responsible for all records held, created or used as part of their business within the WHSCT including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the WHSCT policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent the Trust's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.
• The HSC Code of conduct sets out the standards of conduct expected of all staff in the Western Health & Social Care Trust and presents standards of conduct and behaviours required during and after employment with the Trust. Professional staff are expected to follow the code of conduct for their own professions as well as this code.
• Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust's ongoing commitment to Personal and Public Involvement (PPI).
• Please use the link below to access the PPI standards leaflet for further information.
• http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf
• Employees must at all times abide by Trust policies and procedures and the terms of their contract of employment. They must conduct themselves with impartiality, integrity, objectivity and honesty and maintain high standards of personal and professional accountability.
• Employees are expected to demonstrate commitment to the Trust by ensuring regular attendance at work and efficient completion of duties.
• Employees must ensure that they comply with any risk management responsibilities specific to their post, and as set out in the Trust's Risk Management Strategy.
• The Trust is committed to the development and implementation of systems under Integrated Governance to ensure continuous improvement in the quality of services provided. Employees will be expected to co-operate and work with such systems.
• All information concerning patients and staff must be held in the strictest confidence and may not be divulged to any unauthorized person.
• Employees must ensure that equality and human rights issues are addressed within the post holder's area of responsibility in accordance with the Trust's Equality Scheme.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Full-Time and Part-time hours available

Requirements:

• 5 GCSE's at Grade A-C including English Language and Maths or Accounts

AND

• 1 years' Finance or admin and clerical experience

OR

• 3 years' finance or admin and clerical experience

• Experience in the use of Microsoft Office products including Word, Excel and Outlook

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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