FC - Administration Assistant (CCT)

Administration Assistant (CCT)

Service: Finance Services (Transactions)
Grade scale: Grade 2 Level 3/4
Reports to: Finance Officer

Purpose of the job

To undertake financial assessments for service users being admitted to 24 hour residential/nursing care in accordance with predetermined procedures and adherence to deadlines.
To provide support to the Finance Officer in reviewing financial assessments produced by other team members.
Liaise with social work staff and service users’ financial representatives/POA’s/Financial Guardians.

Key tasks and responsibilities

Undertake the completion of financial assessments for service users on admission to long term care to determine weekly contribution towards care costs and issue contracts to both service user and care home.
Ensure relevant and up to date information is recorded accurately to all service users on Social Work Information System and Objective.
Assist in annual re-assessment of charges for all SLC service users in residential/nursing care setting in line with both DWP benefit increase and National Care Home contract rate.
Provide advice and guidance on community care issues to both internal/external agencies and all relevant individuals.
Ensure timeous response to telephone call, emails and letters.
Deal with highly sensitive and confidential information.
Provide support to the Finance Officer in reviewing financial assessments and co-ordinating the workload of the team in the Finance Officer’s absence.
Support Finance Officer in dealing with complaints and Freedom of Information requests.

Person specification

Criteria	Essential	Desirable
Skills, knowledge and experience	Demonstrate excellent keyboard skills, along with strong written and verbal communication skills Ability to work with Social Work Information Systems and spreadsheets Experience accurately recording and updating information in Social Work case management system and saving documentation to Objective Confident handling sensitive and confidential information Ability to work effectively with and provide advice and guidance to internal/external agencies and individuals. Demonstrate excellent customer service and communication skills, ensuring enquiries are handled efficiently, professionally, and with a customer-focused approach Proficient in the use of Council IT systems and resources, including Microsoft Office applications, such as Word, Excel, and Outlook, with the ability to create clear documents, manage data, and communicate effectively	Ability to understand and apply predetermined financial assessment procedures.
Personal qualities	Punctual, conscientious, and able to meet deadlines Recognise, report and provide solutions to problems using procedures and initiative Willing to learn, adapt to new tasks, and support changing priorities Works safely, meets quality standards, and uses initiative to solve problems Demonstrates respect, equality, and dignity at work. Role models council standards, shares knowledge, and seeks guidance when needed Committed and self-motivated Adaptable and open to change
Other	To work in a flexible, adaptable manner and to always act with discretion and tact To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect

Criteria

Essential

Desirable

Skills, knowledge and experience

Demonstrate excellent keyboard skills, along with strong written and verbal communication skills

Ability to work with Social Work Information Systems and spreadsheets

Experience accurately recording and updating information in Social Work case management system and saving documentation to Objective

Confident handling sensitive and confidential information

Ability to work effectively with and provide advice and guidance to internal/external agencies and individuals.

Demonstrate excellent customer service and communication skills, ensuring enquiries are handled efficiently, professionally, and with a customer-focused approach

Proficient in the use of Council IT systems and resources, including Microsoft Office applications, such as Word, Excel, and Outlook, with the ability to create clear documents, manage data, and communicate effectively

Ability to understand and apply predetermined financial assessment procedures.

Personal qualities

Punctual, conscientious, and able to meet deadlines

Recognise, report and provide solutions to problems using procedures and initiative

Willing to learn, adapt to new tasks, and support changing priorities

Works safely, meets quality standards, and uses initiative to solve problems

Demonstrates respect, equality, and dignity at work.

Role models council standards, shares knowledge, and seeks guidance when needed

Committed and self-motivated

Adaptable and open to change

Other

To work in a flexible, adaptable manner and to always act with discretion and tact

To demonstrate behaviours consistent with honesty and openness: treating people consistently, fairly and with respect

Safer recruitment checks

As part of our approach to good practice and safer recruitment we carry out a number of pre-employment checks:

Asylum and Immigration right to work in the UK.
Reference check: external candidates require 2 references, one of which must be from present or most recent employer; Internal candidates require 1 reference from current line manager.
Candidate Disclosure Scotland check, where applicable.

Behaviour framework

The council’s behaviour framework is a set of core behaviours that defines how employees approach work to enable the delivery of key tasks for the role. The expected behaviours for this role are:

Efficient

Punctual and conscientious in your approach to work.
Use council resources efficiently, avoiding waste and unnecessary expense.
Identify inefficiency in processes and communicate this to your manager.
Meet deadlines and targets in your day-to-day work.
Understand the impact of wasteful behaviours on the environment and you act to minimise this impact.
Use of information technology to achieve best outcomes.

Flexible

Willing to learn new tasks and accept new ways of working.
Willing to be flexible in your approach to work to meet changing service delivery needs, deadlines and urgent priorities.
Help team members when they have urgent deadlines and prioritise your work accordingly.
Understand the need for change and are open to this across your working life.

Performing

Is polite, professional and friendly to customers and apply customer care standards and attitudes at all times.
Works safely to maintain the safety of yourself and other raising concerns about unsafe working practices.
Meets standards of work required in your role in terms of quality and output.
Uses initiative to solve problems and raise potential issues.
Acknowledges when mistakes are made and learns from them.
Seeks feedback on your performance to learn and improve.

Working with others

Works alongside internal and external colleagues to meet common objectives.
Has professional relationships with colleagues and is aware of dignity at work standards.
Actively and respectfully listens to people in order to understand them and their views.
Contributes appropriately in team and other meetings and discussions.
Presents words and views clearly in a way that other people find meaningful.
Respects diversity and promotes equality of opportunity when working with colleagues and members of the public.

Leading

Role models the standards of behaviours expected of a South Lanarkshire Council employee.
Displays and enables leadership through sharing knowledge and skills, seeking guidance and providing support to your colleagues, team and the wider community.
Is aware of and adheres to professional codes of practice and the council’s code of conduct and understand how these impact on employment with the council and public perception of council employees.