Business support administrator

Specific Action Areas

Non-Residential Charging:

To use financial systems to generate assessed charges for clients receiving care in the community.

To use the corporate system and local procedures for billing and recovery of Home care charges and for processing of invoices.

To assist in the identification, determination and pursuance of deprivation of assets in accordance with policy

To process all records relating to clients who receive home care

To pursue debt outstanding in accordance with the appropriate debt recovery procedures.

To have a basic understanding of the benefits system and how it works.

To confirm and verify breaks and variations to service and update systems accordingly

To update and reconcile systems to ensure accuracy of charge information

To verify benefit information and/or identify loss of potential benefits for clients using current systems and contact the DWP accordingly.

Direct Payments:

To process client Direct Payments in accordance with assessed needs, processes and procedures. Set up, monitor, review and end accounts as required

Recoup any overpayments/excess funds paid into direct payment accounts

Adjust payments as required on receipt of appropriate documentation

Request / receive bank and income and expenditure statements from clients

Analyse statements / prepaid card use and highlight any cause for concern

Liaise with social care staff /Direct Payments Coordinators /Support providers as required

Work with Direct Payments Coordinators and support agencies to review process and procedures

Administrative Duties

Managing stock processes

Responsible for senior manager's diaries and email, and taking further actions as directed as appropriate.

Manage the organisation of events, trips and related administration; ensuring insurance arrangements are made.

Liaise with Democratic Services to provide reports for meetings, ensuring deadlines are met

Collation of annual reports, strategies and plans.

Completion of statutory returns e.g. forms for DfES, Area Health, etc

Co-ordination the content for publications and liaising with external publishers as necessary

Maintain registers for e.g. annual license reviews and ensure renewal and, where appropriate renegotiate.

May act as Personal assistant to senior managers including dealing with highly confidential and sensitive issues.

Financial Duties

Year end procedure

Responsible and accountable for petty cash where referral to senior manager is only for approval on individual spending items and where the post holder is in overall control

Responsible for cheque book(s)

Preparation of orders and identification of budget codes

Maintain income and expenditure accounts

Prepare accounts for audit inspection

Monitor travel claims and process for payment

Responsible for reconciling bank statements monthly for appropriate accounts

Safe key holder

Employee Support Duties

Liaise with the relevant HR team as appropriate i.e. with respect to the recruitment process and for providing basic advice on HR policies.

Create, maintain and update confidential staff files.

Record staff absences as appropriate.

Arrange temp / casual cover as required and process claim forms as necessary.

Responsible for ascertaining cover requirements in support areas - reception, executive secretariat and arranging that cover, in conjunction with the appropriate line manager where appropriate.

Process time sheets for payment of temp/casual cover

Monitor sickness and holiday and complete / authorise time sheets as appropriate

Deliver training to others as directed

Data Management

Responsible for the management of significant information management systems

Responsible and accountable for producing appropriate data for analysis

Produce statistical information

General

Be aware of and comply with divisional and directorate policies and procedures relating to, health and safety, security, confidentiality data protection, child protection and vulnerable adults. Reporting all concerns to the appropriate person.

Contribute to the overall ethos/work/aims of the division, directorate and the Council.

Participate in training, other learning activities and performance development as required.

Attend and participate in meetings as required.

Any other duties commensurate with the duties/responsibilities/grade of the post

Connect2Staff/Connect2Kent, part of Commercial Services Trading/Kent Ltd, is an equal opportunities Employment Agency & Business and positively encourages applications from all suitably qualified and eligible candidates.