Finance Officer (Deputy & Estates) - Req24978

Job title: Finance Officer (Deputy & Estates Team) x2 maternity cover

Salary: £29,777.04 - £31,364.04

Hours: 37 & 32

Contract: Temporary until 31/07/2025

Location: Merrion House (hybrid working)

Would you like to be part of a dynamic team who work for and on behalf of the people of Leeds who most need our help and support?  

Two exciting opportunities have become available within Adult Operational Services Department. We have currently 2 Finance Officers positions available to join our Deputy & Estates Team on temporary basis to cover for maternity leave:

1 x 37hrs contract

1 x 32hrs contract

It’s an exciting time for the team with an amount of redesign and transformation with the aim of equipping us to deliver even better services to customers and communities.

The successful candidate will be involved with managing clients’ finances where they lack the ability to do so for themselves, where the team acts as a Corporate Deputy and Appointee. The other part of the role concerns property searches, arranging payments and recoveries of the funeral costs, liaising with Government Legal Department and family tracing organisations when required. 

You will report to the Assistant Finance Manager and Senior Finance Officer. 

Leeds City Council is one of the largest employers in the region with over 14,000 employees. We seek to recruit and develop talented individuals who embody our council values and ambitions.

About you

As a Finance Officer you will bring to the role:

• Excellent interpersonal and communication skills (verbal and written), including strong customer service skills and good clear report writing skills.
• An elevated level of IT literacy with a good working knowledge of Microsoft Excel and be able to input and analyse spreadsheet data.
• Meticulous attention to detail and the ability to keep accurate records.
• You need to be a team player, with the willingness to learn and the ability to understand the needs of our customers.
• Be a self-motivator, who is highly organized, have the ability to multitask in a fast-paced environment and be able to work to deadlines. 

About the role 

You will be working in a busy operational finance department, assisting with the management of clients’ financial affairs, when they lack capacity to do so themselves. Your duties will include applications for Corporate Appointee and Deputy. This will include, carrying out benefits checks to maximise the client’s income, processing benefit claims, bill payments, resolving queries by liaising with departmental colleagues and external organisations (in accordance with guidance from The Office of Public Guardian and Department for Work and Pensions).

You will also play a key role in the Estates function, involving property searches, in line with The Care Act 2014 regulations, public health funerals, liaising with next of kin and other involved parties regarding resolving an estate upon death. 

Ideally you will have experience of working in a customer services environment, demonstrating patience, and understanding. Be able to deal with client’s representatives, support workers and other involved third parties in a sensitive manner, whilst ensuring Information Governance legislation is always followed. You will also liaise with officers from various departments throughout the Council and other outside agencies. 

You will need to have the ability to interpret all types of legislation and financial policies connected to this position. You will need to possess good problem solving and decision-making skills. 

Applicants will need to be able to work on their own initiative, without close supervision, to tight deadlines, and must be able to keep accurate records and be able to use a variety of computerised systems. You will have strong organisational skills, being able to prioritise work with frequent interruptions.

You will be motivated and a critical thinker with the ability to understand the needs of our customers. You will have excellent communication skills and be a team player. The ability to work harmoniously with others to achieve your personal goals, the goals of the team and that of the service.

The team have adapted to Hybrid working and you will be expected to work from Merrion House at least 1 day per week. 

It should be noted that the interview process will involve a test exercise to test your written communication skills.

What we offer you

We take pride in offering the best employee experience, with benefits including:

• a competitive salary and annual leave entitlement plus statutory holidays
• membership of the West Yorkshire Pension Fund with generous employer contributions
• flexible and hybrid working arrangements subject to service requirements
• a clear career pathway and continuing professional development opportunities
• a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Please complete every part of the online application outlining how you meet the specified criteria as detailed in the Job Description. 

Please indicate on the application form which position you would like to apply for part-time or full time.

Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application. 

If you have any queries or would like an informal chat about the role please contact Richard Vink, Team Manager, Deputy and Estates Team, on 0113 3788005. 

We promote diversity and want a workforce that reflects the population of Leeds. Leeds City Council is ranked 70 on the Stonewall Equality Index 2023. We are also an Age friendly employer, a Mindful employer, and a Disability Confident leader.

All new Leeds City Council appointments are made subject to the satisfactory completion of a six-month probationary period.
 
This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa. If you do not have the right to work in the UK and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

Job Description 

Job purpose 

To assist with the provision of a comprehensive financial support service to the Adult Operational Services team within Adult & Health Directorate.

The Adult Operational Services team provides a number of services for Adult Social Care including financial assessments to ascertain qualifying financial assistance for care services, billing and debt management for assessed chargeable services, Deputyship and Estate Management, Audit of Direct Payment Agreements and payments to providers of Home Care services.

The overarching aim is to ensure a co-ordinated and consistent approach to the provision of Adult Operational Services (AOS) by:

• Providing an efficient support service to senior managers, and staff within the AOS team
• Providing a flexible service and be reactive to priorities.
• Providing timely financial information and support to officers/Social Workers, clients or their representatives, independent providers and outside agencies, as appropriate within information governance guidance, to enable them to make better informed decisions.
• Aiming to maximise the council's financial resources within levels of acceptable risk.
• ensuring compliance with statutory obligations.

Responsibilities 

General Responsibilities

• Training & support for new members of staff
• Assistance with staff supervision 
• Training and advice for colleagues and senior officers in the Directorate
• Provide an effective and efficient service ensuring information governance rules are adhered to at all times in the interest of the client.
• To assist in the promotion of the service and present a good image of the service and the Authority.
• Ensure team email account and team phone messaging system is managed and issues are responded to appropriately and timely, including where notified of change of circumstances.
• Liaison and guidance to clients (or their representatives) external organisations, colleagues, and senior officers, requiring well developed communication skills, always ensuring a sensitive manner in relation to financial issues for Adult & Health purposes in line with current legislation and policies.
• Dealing appropriately with complex issues of a financial nature
• Reporting potential fraud or safeguarding concerns promptly
• Ensuring maximisation of Benefits for clients and prompt communication of any changes in circumstances to other teams in AOS (if client receiving a chargeable social care service) to maximise income.
• Ensuring the integrity of databases and record management systems are maintained including accurately and timely recording of information and any issues are recorded appropriately in case notes.
• Using computer systems to analyse and collate data and use it to produce reports, adding value to financial data with minimal levels of supervision.
• Assistance with the compilation of statistics for Management Information purposes
• Provide Statement of Truth document for Legal Services and occasional attendance in Court to give evidence as witness - when applicable
• Represent the Council in Court to give evidence - when applicable
• Assistance with response to appeals, complaints and queries from Senior Managers and Members.
• Work effectively as a team member, supporting colleagues with workloads as appropriate.
• Work unsupervised, using your own initiative to adhere to sometimes conflicting deadlines and be reactive to service priorities.
• To be a proactive member of the team, identifying areas for improvement in a constructive manner
• Assistance with developments and attendance and input on project boards as appropriate
• Take responsibility for own development and performance within the role.
• Deputise at relevant meetings and assisting with ad-hoc supervision issues as may arise to cover short term absences of Assistant Finance Managers.

Team Specific Responsibilities

This post will be specific to the Deputy and Estates Team, as such there are certain team specific responsibilities.

• Responding to referrals for Appointee/Deputy function and advise of appropriate solution.
• Supporting the application for Appointeeship and Deputyship expediently for clients as a last resort. 
• Obtaining access to known bank accounts for Deputy clients to ensure funds can be managed.
• Assist with the completion of relevant welfare benefit claim forms. 
• Accurately recording and monitoring of Case Management Systems for Appointee and Deputy Function
• Prompt payment of invoices for all clients when acting as corporate Appointee or Deputy.
• Payment of clients’ weekly personal allowances.
• Assist with payment of LCC and OPG fees timely and appropriately. 
• Regular reviews of clients’ contracts to ensure best interest of client and best use of monies has been investigated.
• Accurately recording of information in respect of income and expenditure for clients’ monies
• Welfare checks in line with OPG annual reporting requirements - will include visiting Deputy Clients, in some cases with Social Worker support where appropriate, to ensure best interests are being considered. Appropriate reporting/signposting of findings in line with agreed departmental procedures.
• Reconciliation of Client Accounts to Bank Accounts in a timely manner.
• Assist with the disposal of properties on behalf of clients where applicable.
• Assist with the disbursement of deceased clients’ finances and assets appropriately.
• Supporting the Estates Function for clients of the authority when not necessarily acting as Deputy or Appointee.
• Actioning payments for local authority contracted funerals as a last resort, and investigations to recover costs where applicable. 
• Visiting client residences to secure assets, and accurately recording and managing the assets in accordance with procedures.

The above list is not exclusive or exhaustive, and the service may require the job holder to undertake duties commensurate with the level of the role. The Council has adopted a flexible protocol and this role will be expected to work within these parameters.

Qualifications

Holds a GCSE level C or above in English Language or equivalent and Maths or equivalent or expects to gain a GCSE level C or above in English Language or equivalent and Maths or equivalent in results due.

Essential requirements It is essential that the candidate should be able to demonstrate the following criteria for the post. Candidates will only be shortlisted for interview if they can demonstrate that they meet all the essential requirements.

• Be able to train and new staff where required.
• Be able to supervise staff.
• Be able to explain routine financial tasks to a team of staff.
• Ability to use a computerised system to accurately input, update and interrogate client information.
• Well-developed interpersonal and communication skills using a variety of media including face to face meetings.
• Be able to deal effectively with stressful and sometimes aggressive clients or their representatives. 
• Ability to work on own initiative to adhere to timescales and deadlines.
• Ability to pass and receive information accurately and securely.
• Ability to prioritise workloads with frequent interruptions.
• Able to work with minimal supervision. 
• Able to produce high quality work. 
• Be able to undertake complex financial analysis in response to queries.
• Be able to work flexibly and as part of a team to achieve service priorities. 
• Be able to communicate confidently and effectively with clients or their representatives, service professionals, outside agencies and government departments.
• Be able to interpret appropriate legislation, policies and guidance and apply them to team objectives.
• Be able to advise clients and colleagues on financial issues, including those issues relating to current policy or legislation and assist in training sessions.
• Be able to contribute to the reviewing and implementation of service developments.
• Be able to deputise at relevant meetings and assisting with ad-hoc supervision issues as may arise to cover short term absences of Assistant Finance Manager.
• Knowledge of applications, systems and IT programmes utilised by the service.
• Knowledge of the General Data Protection Regulations and an understanding of personal accountability
• Knowledge of decision-making processes within the Council 
• An awareness of services available within Adults & Health
• An awareness of local policies and current legislation applicable to chargeable services for Adults and Health services
• An awareness of welfare benefits available.
• Knowledge of the Council Values
• Experience of staff supervision
• Experience of training colleagues
• Experience of working in an office environment.
• Experience of using one’s own initiative.
• Experience of working with minimal levels of supervision
• Experience of working within a team where flexibility of response is required.
• Experience of communicating with a variety of individuals using a range of media including telephone, individual meetings, emails and letters.
• Experience of dealing positively with challenging situations, either face to face or by phone.
• Experience of being pro-active in identifying areas for improvement in a constructive manner
• Experience of producing reports for management/performance information 

Essential Behavioural & other Characteristics  

• Understand and embrace Leeds City Council Values and Behaviours and codes of conduct. 
• Committed to continuous improvement in all areas and work towards delivering the Best City Ambition of Health & Wellbeing, Inclusive Growth and Zero Carbon 
• Able to understand and observe Leeds City Council equality and diversity policies. 
• Carry out all duties having regard to an employee’s responsibility under Health and Safety Policies. 
• Willingness to actively participate in training and development activities.  
• Flexible and adaptable to change to assist other services as required commensurate to grade.  
• Participate in appraisal, training, and development activities. 
• Be aware of and comply with Leeds City Council policies and procedures. 
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding, equality & diversity policies of Leeds City Council.  
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person. 
• The Council has adopted a flexibility protocol and the role will be expected to work within these parameters. 

Desirable requirements It is desirable that the candidate should be able to demonstrate the following criteria for the post.  Candidates are not required to meet all the desirable requirements however these may be used to distinguish between candidates. 

• Knowledge of local policies and current legislation applicable to chargeable services for Adults and Health services
• Knowledge of welfare benefits available.
• Experience of working with elderly, disabled or vulnerable client group. 
• Experience of dealing with stressful and sometimes aggressive clients or their representatives
• Experience of contributing to the implementation of service developments