We are seeking applications for a Payment & Collections Assistant to provide essential support within our Payment and Collections Team. The team is small and plays a key role in the delivery of Adult Social Care services.
Main duties of the job
Processing payments to external providers, such as residential care homes and home care agencies
Raising invoices for individuals receiving services
Assisting with the collection of income, including follow-up of overdue invoices
As the team expands, the role will incorporate additional duties. The work involves a high level of data input and system processing, so attention to detail is essential to ensure accuracy and compliance with required standards.
You will be trusted with access to highly confidential information, and therefore must demonstrate the highest levels of integrity, professionalism, and discretion at all times.
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 Offer
Generous annual leave entitlement
Excellent terms and conditions
Flexible working arrangements
The opportunity to have a voice in how the organisation operates
A modern working environment in the heart of Great Grimsby
Job responsibilities
JOB PURPOSE
The Payment and Collections Assistant supports the finance team by ensuring the accurate collection of social care income and the effective checking, preparation and issuing of invoices and payments to providers and service users. The role requires strong organisational skills to manage and prioritise workloads on a weekly basis.
The postholder will be expected to communicate with a wide range of stakeholders, including service users, family members, care providers, and legal representatives, both by telephone and in writing, responding professionally to a diverse range of needs and enquiries. The role also involves working across multiple internal systems to carry out financial checks and provide effective support to the wider finance team.
Key Responsibilities
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.
Liase with social work managers and social work admin to resolve any internal/external queries.
Collection of Income
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.
DebtRecovery
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.
General Duties
Support and train other team members when required.
Support and advise the social workers in relation to adult social care finance matters
Manage phone calls and Emails
Be aware of and adhere to best practice.
SKILLS
In order to undertake this role, you will need to:
Use negotiation skills in order to obtain the best position for the individual and the organisation.
Use your professional judgement and analytical skills will be required in order to meet the demand of this role.
Have excellent IT skills including a good working knowledge of spreadsheets, word processing, email systems, and internal systems will be required.
Confidence in your ability to complete forms accurately.
Work mainly unsupervised within an agreed framework and within a complex, contentious, sensitive and confidential environment.
Exercise professional judgement in routine and complex cases, requiring interpretation of a range of legislation, guidance and procedures to inform decision making from a range of options.
Perform standard mathematical functions and complex calculations accurately.
Analyse and interpret information to ensure that the organisation complies with legislation and national standards, identifying areas for improvement and development, advising senior management where appropriate.
Be able to create and maintain excellent working relationships.
Be able to manage your own workload effectively and switch from one area of work to another throughout the day.
NB:This job description gives only the principal duties and responsibilities of the post and, therefore, the post holder will be required to undertake various other duties which are implicit in the principal duties and which are commensurate with the post. Focus has the right to modify the Job Description (in accordance with the grade of the post) and modifications will be by mutual consent wherever possible.
Person Specification
Experience
* Previous experience of working with clients/customers which has included dealing with difficult or challenging situations or
* Experience of collating and analysing data to write a reports.
* Evidence of continued learning/self-development
* Experience of working with accounts, budgets, financial information
* Experience of debt recovery in a working environment
* Experience of working with direct debits and setting up payment plans.
* Experience of having difficult conversations face to face.
Skills/Abilities
* The ability to communicate effectively, (both verbally and in writing) with a diverse range of people and the ability to adapt communication style to best suit the recipient
* Able to perform standard mathematical functions with a high degree of accuracy
* Ability to manage / balance accounts with high level of accuracy
* IT literate with high levels of accuracy
* High level of organisational ability, and the ability to prioritise workloads
* The ability to develop respectful and trusting relationships with a group of service users who will have a wide range of differing needs and issues.
* Able to work independently whilst also positively contributing to effective team working.
* Able to work under pressure whilst maintaining a high level of accuracy and thoroughness.
* Good numeracy skills, in particular with financial data and systems.
Qualifications
* English GCSE grade A-C or equivalent
* Maths GCSE grade A-C or equivalent
* Or
* Relevant experience within an office/customer care environment.
* A qualification of demonstrable relevance, e.g. business, finance, book keeping, accounting, customer service or an industry specific qualification, (e.g. banking) which is deemed equivalent to a NVQ Level 4/ILM Level 3 qualification or a level of competence in mathematical / numerical calculations which can be deemed equivalent.
* An understanding of, and respect for, confidentiality in relation to all aspects of the role.
* An understanding of adult social care which can be further developed and enhanced
* Working in a busy environment with conflicting priorities.
* A knowledge of debt management techniques & strategies & ability to translate that into working productively with service users to achieve best outcomes for them
* Working knowledge of the Mental Capacity Act 2005
* An understanding of confidentiality principles, e.g. Caldicott / Data Protection
* Working knowledge of The Care Act 2014 Knowledge of Safeguarding interventions.
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