Job summary An exciting opportunity has arisen in the Independent Sector Finance team for a full-time finance officer within the Payments to Providers (P2P)/Direct payments (DP) team. We are looking for a flexible individual who is enthusiastic, willing to learn and a great team player. Our Finance Officer will provide a high quality and professional financial service in relation to all aspects of services commissioned by Zone Management Teams whilst supporting and assisting the Finance Manager, Independent Sector Finance Lead and the wider Finance Team. They will be responsible for financial processing of Adult Social Care payments which on an annual basis total circa £90 Million covering Personal Budgets, Supported Living, Residential care, Intermediate care, Nursing care, Domiciliary care, Day Care. They are also responsible for the financial processing of Health-related care payments which on an annual basis total circa of £35 Million covering Continuing Healthcare (CHC) placements, Funded Nursing Care (FNC) placements, Individual placement patients (IPP) and Interim Health funding arrangements. Main duties of the job In respect of the above payments the team are responsible for dealing with a wide range of client / provider payment queries which at times can be contentious and complex. On average at any point in time there are circa 3000 service users/representatives that the team support including being first port of call for these services. There may be issues about non-payment, incorrect/late payments or other sensitive issues so need to be able to communicate statutory financial regulations and NHS rules in a simplified form to non-finance people. Production of care home contracts in line with service requisitions from care staff. The post holder has responsibility to ensure all amounts are correct and paid to the relevant providers. Responsible to pay and review own caseload of Direct Payment (DP) service users accounts to ensure they have enough money to pay for the care they require. Overall, the team bring back circa £1 Million of unspent DP balances. Responsible to ensure all providers data is matched up each 4-week period to feed the social care billing process. Part of this includes investigating issues with potentially complex providers payments and ensure all money owed back to the Trust is processed in a timely manner. About us Why Work With Us Torbay and South Devon NHS Foundation Trust is an integrated organisation providing acute health care services from Torbay Hospital, community health services and adult social care. This post is responsible to the Finance Manager and Independent Sector Finance Lead who have extensive knowledge and experience in this area. The P2P/DP team are a close-knit team who work hard together to ensure our service users get a professional and courteous service. The team help a variety of service users, representatives and providers on a daily basis. Date posted 03 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year n/a Contract Permanent Working pattern Full-time Reference number 388-6753007-A&C Job locations Regent House Regent Close Torquay TQ2 7AN Job description Job responsibilities Be able to communicate well at all levels both internal and external to the Trust sometimes with contentious and sensitive information. Explain and resolve complex queries, communicating to a wide range of service users, service providers and colleagues. Provide an advice and information service to all staff in the care teams in relation to contracting and payments to providers. Be able to communicate with care teams when dealing with complex cases/service users/representatives with challenging behaviour. Responsibility for analysing any discrepancies where clients potentially misspend their Personal Budget against their Support Plan and manage the conversation with the care teams through investigations in the system where needed. Responsibility for ensuring that all Personal Budget clients have been correctly risk managed and that their audit/reviews are diarised/tasked accordingly. Responsibility for all general ledger coding onto various finance systems to provide information for statutory returns. Understanding of accounting procedures is critical to the post. Prioritise own workload and balance competing demands from internal and external to the Trust to ensure that financial deadlines and timescales are met under local financial regulations and timetables. Prioritise and risk manage own workload depending on existing priorities. Manage the timescales of direct payment audit/reviews depending on risk category, client numbers, cost and past experience. Ensure all provider data is reconciled each 4 weeks to ensure clients are invoiced for care correctly to avoid any potential loss of income to the Trust. Be involved in any work planning and new ways of working in relation to business area. Be able to visit clients in their own home in relation to DPs, with on occasions having to transport large amounts of paperwork and client files. Be able to manage numerous applications to resolve queries and carry out daily duties between 2 monitors. Inputting large amount of financial data into databases and spreadsheets. Speed and accuracy are necessary due to payments to providers from contractual information being sent from the work that the team process. Responsibility that all service users/representatives receive any care monies that are due to them from a social care assessment. Also ensure they can have financial assistance as required. Contact with clients and representatives around Direct payment queries etc. Responsibility for ensuring that all aspects of the Personal Budget induction and financial audit/reviews are explained and carried out in a timely manner to clients and representatives. Responsibility for dealing with clients/representatives in relation to their Individual Service Contracts (ISC) and ensuring that the relevant authority is obtained. Ensure that any concerns are fed back to the social care team if their involvement is required. Propose changes to working practices and procedures. Implement procedures set by senior members of the team or set by care act legislation. Responsibility for ensuring that all relevant training and refresher sessions are completed as and when required. Authorised up to £5000 for non-purchase order invoices (Unit 4) Responsibility for processing all payment transactions ( £125 Million per annum) in relation to:- social Care - Residential, Nursing, Personal Budgets, Domiciliary, Day care. Health Care - Continuing care, Registered Nursing care contributions, Personal Health Budgets and Intermediate care. Responsibility to ensure all transactions as above are processed accurately and in a timely manner which feeds the client billing system (social care only) in excess of £15 Million income per annum. Responsibility for provider management within PARIS and Finance modules ensuring that all providers are set up correctly as this impacts the care teams in relation to provider tariffs. Raising formal debts, recharging external agencies and helping with the debt collection process. Responsibility for ensuring the death process is carried out in a timely manner. This includes contractual and financial information, care management data, completion in a sensitive manner. Responsibility of the contract flow processes and procedures to ensure prompt payment and billing and ensuring that any queries that result in payments not being made are dealt with in a timely manner. Management and direct involvement of all Personal Budget cases. Responsibility for ensuring that excess balances are reclaimed from Personal Budget clients of circa £1 Million per year. Responsible for training new or less experienced employees across all parts of the role. Day to day co-ordination of the teams work. Delivery of training to non-finance colleagues in the care teams. General office duties including scanning, electronic filing, photocopying, post etc. Assist in the on-going development and improvement of internal systems. Assist with any changes to PARIS, including testing any changes/improvements and providing feedback. Inputting large amounts of financial information and formatting spreadsheets to aid reconciliations. Continued assistance with the front line and finance functions in line with the Care Act. Conducts Direct payment audits on a regular basis to ensure monies are paid back to the Trust. Responsibility for using own initiative when making decisions around business processes linked to the finance team. Ability to use own judgement in deciding whether an issue/discrepancy needs to be escalated for further investigation or whether it can be resolved by the Finance Manager. Where it cannot be resolved, make relevant referral to zone management, legal and fraud departments. Work is managed, not supervised. Job description Job responsibilities Be able to communicate well at all levels both internal and external to the Trust sometimes with contentious and sensitive information. Explain and resolve complex queries, communicating to a wide range of service users, service providers and colleagues. Provide an advice and information service to all staff in the care teams in relation to contracting and payments to providers. Be able to communicate with care teams when dealing with complex cases/service users/representatives with challenging behaviour. Responsibility for analysing any discrepancies where clients potentially misspend their Personal Budget against their Support Plan and manage the conversation with the care teams through investigations in the system where needed. Responsibility for ensuring that all Personal Budget clients have been correctly risk managed and that their audit/reviews are diarised/tasked accordingly. Responsibility for all general ledger coding onto various finance systems to provide information for statutory returns. Understanding of accounting procedures is critical to the post. Prioritise own workload and balance competing demands from internal and external to the Trust to ensure that financial deadlines and timescales are met under local financial regulations and timetables. Prioritise and risk manage own workload depending on existing priorities. Manage the timescales of direct payment audit/reviews depending on risk category, client numbers, cost and past experience. Ensure all provider data is reconciled each 4 weeks to ensure clients are invoiced for care correctly to avoid any potential loss of income to the Trust. Be involved in any work planning and new ways of working in relation to business area. Be able to visit clients in their own home in relation to DPs, with on occasions having to transport large amounts of paperwork and client files. Be able to manage numerous applications to resolve queries and carry out daily duties between 2 monitors. Inputting large amount of financial data into databases and spreadsheets. Speed and accuracy are necessary due to payments to providers from contractual information being sent from the work that the team process. Responsibility that all service users/representatives receive any care monies that are due to them from a social care assessment. Also ensure they can have financial assistance as required. Contact with clients and representatives around Direct payment queries etc. Responsibility for ensuring that all aspects of the Personal Budget induction and financial audit/reviews are explained and carried out in a timely manner to clients and representatives. Responsibility for dealing with clients/representatives in relation to their Individual Service Contracts (ISC) and ensuring that the relevant authority is obtained. Ensure that any concerns are fed back to the social care team if their involvement is required. Propose changes to working practices and procedures. Implement procedures set by senior members of the team or set by care act legislation. Responsibility for ensuring that all relevant training and refresher sessions are completed as and when required. Authorised up to £5000 for non-purchase order invoices (Unit 4) Responsibility for processing all payment transactions ( £125 Million per annum) in relation to:- social Care - Residential, Nursing, Personal Budgets, Domiciliary, Day care. Health Care - Continuing care, Registered Nursing care contributions, Personal Health Budgets and Intermediate care. Responsibility to ensure all transactions as above are processed accurately and in a timely manner which feeds the client billing system (social care only) in excess of £15 Million income per annum. Responsibility for provider management within PARIS and Finance modules ensuring that all providers are set up correctly as this impacts the care teams in relation to provider tariffs. Raising formal debts, recharging external agencies and helping with the debt collection process. Responsibility for ensuring the death process is carried out in a timely manner. This includes contractual and financial information, care management data, completion in a sensitive manner. Responsibility of the contract flow processes and procedures to ensure prompt payment and billing and ensuring that any queries that result in payments not being made are dealt with in a timely manner. Management and direct involvement of all Personal Budget cases. Responsibility for ensuring that excess balances are reclaimed from Personal Budget clients of circa £1 Million per year. Responsible for training new or less experienced employees across all parts of the role. Day to day co-ordination of the teams work. Delivery of training to non-finance colleagues in the care teams. General office duties including scanning, electronic filing, photocopying, post etc. Assist in the on-going development and improvement of internal systems. Assist with any changes to PARIS, including testing any changes/improvements and providing feedback. Inputting large amounts of financial information and formatting spreadsheets to aid reconciliations. Continued assistance with the front line and finance functions in line with the Care Act. Conducts Direct payment audits on a regular basis to ensure monies are paid back to the Trust. Responsibility for using own initiative when making decisions around business processes linked to the finance team. Ability to use own judgement in deciding whether an issue/discrepancy needs to be escalated for further investigation or whether it can be resolved by the Finance Manager. Where it cannot be resolved, make relevant referral to zone management, legal and fraud departments. Work is managed, not supervised. Person Specification Qualifications and training Essential Proven relevant office experience 5 GCSE's grades A - C including Maths and English or equivalent Microsoft Office to ECDL standard or equivalent Desirable AAT (Association of Accounting Technicians) Intermediate or equivalent knowledge and experience Knowledge and experience Essential Proven organisational and time management skills Observe Trust policies when dealing with clients and information Desirable Previous In-House experience Knowledge of in-house systems Knowledge of Financial Information Systems Specific skills Essential The ability to demonstrate a numerical, methodical and accurate approach to all finance matters. The ability to analyse, investigate and resolve financial queries and discrepancies which may involve the use of tact and influencing/negotiation skills when dealing with suppliers and clients The ability to work effectively both autonomously and as part of a team Effective interpersonal skills, including communication and listening skills to a diverse range of client groups The ability to communicate at the appropriate stage with all levels within the Trust, external agencies and members of the public often to explain financial information Physical effort Essential The ability to use a keyboard for long periods of the day to input data quickly & accurately To visit clients in their own homes and on occasions need to carry around large volumes of paperwork and work in varying degrees of comfort Mental effort Essential Translate complex, contentious, financial and contractual information from clients, representatives and providers. Concentration required when inputting financial data, designing spreadsheets, reconciling information, up-dating policies and dealing with complex client cases. Required to switch tasks frequently to deal effectively with ad-hoc requests and enquires from a variety of contacts, both internal and external. Emotional effort Essential To ensure that all queries from service users, providers and colleagues are always dealt with respect and dignity. When dealing with clients on a face-to-face basis, either in their own homes or in an office environment at times can involve dealing with distressing and confrontational scenarios. Ensuring data protection and confidentiality policies are always maintained. Ability to deal with challenging behaviour and diffuse conflict Person Specification Qualifications and training Essential Proven relevant office experience 5 GCSE's grades A - C including Maths and English or equivalent Microsoft Office to ECDL standard or equivalent Desirable AAT (Association of Accounting Technicians) Intermediate or equivalent knowledge and experience Knowledge and experience Essential Proven organisational and time management skills Observe Trust policies when dealing with clients and information Desirable Previous In-House experience Knowledge of in-house systems Knowledge of Financial Information Systems Specific skills Essential The ability to demonstrate a numerical, methodical and accurate approach to all finance matters. The ability to analyse, investigate and resolve financial queries and discrepancies which may involve the use of tact and influencing/negotiation skills when dealing with suppliers and clients The ability to work effectively both autonomously and as part of a team Effective interpersonal skills, including communication and listening skills to a diverse range of client groups The ability to communicate at the appropriate stage with all levels within the Trust, external agencies and members of the public often to explain financial information Physical effort Essential The ability to use a keyboard for long periods of the day to input data quickly & accurately To visit clients in their own homes and on occasions need to carry around large volumes of paperwork and work in varying degrees of comfort Mental effort Essential Translate complex, contentious, financial and contractual information from clients, representatives and providers. Concentration required when inputting financial data, designing spreadsheets, reconciling information, up-dating policies and dealing with complex client cases. Required to switch tasks frequently to deal effectively with ad-hoc requests and enquires from a variety of contacts, both internal and external. Emotional effort Essential To ensure that all queries from service users, providers and colleagues are always dealt with respect and dignity. When dealing with clients on a face-to-face basis, either in their own homes or in an office environment at times can involve dealing with distressing and confrontational scenarios. Ensuring data protection and confidentiality policies are always maintained. Ability to deal with challenging behaviour and diffuse conflict Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Torbay and South Devon NHS Foundation Trust Address Regent House Regent Close Torquay TQ2 7AN Employer's website https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)