Contracts Assistant - Plymouth Council

Contracts Assistant – Plymouth City Council

37 hours per week

£11.81 per hour

Windsor House, Tavistock Road - PL6 5UF

Contracts Assistant Brokerage to source packages of care, input contracts and manage all aspects of the contract i.e. increases, decreases, amendments and ends.

Primary purpose of role

Operating a brokerage function which identifies appropriate service providers to meet the assessed needs of service users and maximising the block contracts. Required to liaise with private domiciliary/day care providers and other stakeholders including Local Authorities and health partners. Key accountabilities and key measures

Role outcomes
 Receive referrals and source domiciliary care packages (70%)
 Maintain appropriate databases in relation to packages of care and produce data and reports from this (10%)
 Complete reconciliation of hours (10%)
 Support with key areas of work relating to domiciliary care; for example billing issues, invoices and disputes (10%)

Role measures
 Achievement of departmental objectives and key performance indicators in line with corporate priorities
 Effective monitoring of procedures
 People receive the right care at the right place at the right time
 People enabled to remain independent at home for longer
 Improved relationships with providers and stakeholders/partners including health partners such as PHNT and Livewell Southwest Key activities
 Receive referrals from care manager via telephone or email for domiciliary care, day care, enabling and supporting people. Role holder will be required to identify and set up requested packages of care with the appropriate provider, maximising block contracts (60%)
 Maintain database for all domiciliary care packages, including all new and amended packages (10%)
 Raise order forms ensuring copies are distributed as necessary and filed. Inform Care Managers of set up package (10%)
 Maintain information systems and undertake statistical analysis to produce management reports and deal with enquiries regarding domiciliary care including referrals from Care Managers (5%)
 Review care packages with service users and carers which has some direct impact on their well-being (5%)
 Reconcile hours of support with providers (5%)
 Deal with queries regarding domiciliary care; for example, billing issues, invoices and disputes (5%)
 Undertake other duties appropriate to the grade of the post. Essential qualifications/ knowledge
 GCSE (Grade A-C/9-4) or equivalent in English and Maths to demonstrate a standard of literacy/numeracy commensurate with the role
 Be familiar with legislation in relation to Adult Social Care
 Knowledge of Customer Care principles to be gained at induction or in post Desirable qualifications/ knowledge
 Qualification in typing/word processing
 Knowledge of current contracts legislation relating to Social and Housing services.
 Knowledge of the Government’s Modernisation Agenda. Essential experience
 Reasonable experience of working within Adult Social Care or in an administrative environment dealing with contracts.
 Competent user of Microsoft Office Desirable experience

Essential skills
 Analytical skills required to undertake statistical analysis in order to produce management information
 Organisational skills essential to maintain an effective and consistent contracts and filing system and associated information systems
 Problem solving and planning skills are required when investigating queries into billing, care packages or contractual issues and when identifying providers for clients
 Communication skills required both orally and in writing. The information being exchanged is varied, some of which may be of a confidential and sensitive nature
 There is some contact with individual clients requiring caring skills
 Keyboard skills required for creating and updating spreadsheets and word processing. Also required to input data onto financial management system to raise invoices for clients which are sent to providers as confirmation of an agreed package of care within 1 hour. This creates some demand for both precision and speed.
 Have adequate IT skills