Date Agreed by Line Manager: / 15-07-16
Date Agreed by HR: / 15-07-16
Updated by HR: / 15-07-16
Job Title:Contracts Officer
Reporting to:Contracts Manager
Department:Social Care Development
PURPOSE OF THE JOB
To complete and process bothnew and renewed contracts in an accurate and timely manner according to due agreed policies and processes, so as to ensure that correct fees are charged and annually reviewed with the best inflationary uplift achieved for all service users and to ensure that Shared Services Centre is able to bill in accordance with contracts.
KEY RESPONSIBILITIES
- To review purchaser contracts and completion of contract approval sign off sheets and contract compliance report.
- To work with bid team on reviewing new and renewed contracts through the tender process.
- To maintain an up-to-date contracts database ensuring that all contracts are fully recorded.
- To be aware of the contents, implications and monitoring requirements incorporated within contracts and to work with management to ensure that these are met.
- To ensure that all service users are covered by appropriate, up to date, contract documentation.
- To process and approve all paper or electronic billing forms and contract documentation to ensure that all billing is accurate and being billed in accordance with up to date contract documentation.
- To maintain an effective filing system of master copy contract documentation and be the named contact point for dealing with enquiries pertaining to contracts.
- To provide effective administration of the contracting function, setting up of contract through to ongoing correspondence, follow up reviews and annual uplift, etc.
- To set up and maintain a system for monitoring the annual review of care needs and assessment costs.
- To administer the process of annual fee uplifts with Heads of Operations and the Director of Development.
- To present a costed proposal to a purchaser following the assessment by a Service Manager.
- To aid Service Managers with negotiations for fees for service placement.
- To maintain an up-to-date service user database ensuring any changes in contractual arrangements are incorporated promptly.
- To deal with enquiries from both external and internal customers in relation to contractual matters.
- To support Debt Recovery in resolving any contractual anomalies.
- To produce and present a monthly report on contracts and fee negotiations for the Contracts Manager.
- To train administrative staff at services on completion of billing forms
- To ensure completion of fee breakdowns to be presented to purchasers
- Monitoring of quotes for fees to ensure that core costs are covered
- Gathering information for HOO/DOO to complete Fee Recovery Process
- Administration of the Fee Recovery Process
- To undertake any other reasonable duties as requested
PERSON SPECIFICATION
Essential Qualifications
- Good standard of education
Essential Other
- To have some experience of negotiating and managing contracts in a care setting.
- To have a knowledge of the contractual process in a care setting.
- To have a commitment to the values and ethos of Leonard Cheshire Disability.
KeyCompetencies & Skills
- To have excellent communication skills, written and oral.
- Able to set up and use spreadsheets and databases.
- To have excellent organisational skills.
- To have good literacy and numeracy skills.
- To be able to work on own initiative as well as part of a team.
- To be self-motivated and able to meet tight deadlines.
- To have good interpersonal skills.
- To be able to use in standard Microsoft packages:
KEY PERFORMANCE INDICATORS
- All duties and responsibilities within this job description to be carried out in accordance with current Key Performance Indicators (KPIs)
LCD Job Description - Contracts Officer Page 1 of 3
Version 6 (final) 15-07-16