Direct Payments Support Officer

Direct Payments Support Officer

Direct Payments

The following information is furnished to help Diverse Cymru staff and those people considering joining Diverse Cymru to understand and appreciate the work content of their post and the role they are to play in the organisation. However, the following points should be noted:

1Whilst every endeavour has been made to outline all the duties and responsibilities of the post, a document such as this does not permit every item to be specified in detail. Broad headings, therefore, may have been used below, in which case all the usual associated routines are naturally included in the job description.

2Diverse Cymru is an Equal Opportunities Employer and requires its employees to comply with all current equality policies both in terms of equal opportunity for employment and access to services.

3Diverse Cymru is committed to making any necessary reasonable adjustments to the job role and the working environment that would enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition.

SALARY RANGE: £17802 pa (pro rata) plus 3% contributorypension scheme

HOURS:20 hours per week, flexitime policy operates. 28 days pro rata annual leave plus public holidays

REPORTING TO:Direct Payments Manager

PRIME OBJECTIVES OF THE POST:

To undertake all aspects of work relating to the administration and day to day activities of the Direct Payments Payroll and Managed Banking services for Newport.

To liaise with Service Users, Personal Assistants and local authority staff and respond to their financial queries and requests for information.

SUPERVISORY RESPONSIBILITIES:

None.

SUPERVISION AND GUIDANCE:

Reports to the Direct Payments Manager.

Will work closely with the internal Software Development and Finance teams and the Direct Payments team in Newport City Council.

RANGE OF DECISION MAKING:

Will be required to exercise a high degree of professional judgement, confidentiality, consistency and objectivity in relation to providing information to Direct Payment clients.

Will be expected to determine and analyse outcomes of the payroll and managed banking service.

RESPONSIBILITY FOR ASSETS, MATERIALS ETC:

Responsible for data collected in pursuit of the above objectives.

Access to paper/computerised records containing client’s personal and financial information, in accordance with relevant Data Protection requirements.

General responsibility for all equipment and furniture in the post-holder’s area.

CONTACTS:

Operational contact with:

Council Staff and Finance Officers

Service Users and Personal Assistants

Domiciliary care providers and other service providers

Agencies involved in related information and support services

HMRC and The Pensions Regulator

RANGE OF DUTIES:

Main Duties

To ensure the smoothoperation of the Direct Payments payroll and managed banking service using our bespoke payroll and managed banking software environment for pay details, calculations and deductions and all managed banking tasks. Duties include:

Liaising with the local authority and service users to collect timesheet information, including hours, annual leave, and other leave and other information when required

Conducting daily income and expenditure reconciliation checks and monthly manual checks and liaise with Employers (service users) and the Council regarding any hours, leave, pay or other variances

Undertaking all necessary processing of Direct Payments Service User payments received from Newport City Council and/or Direct Payments service users

Setting up employees and employers with The Pensions Regulator and appropriate pension schemes

Independently operate the Payroll System and produce payslips/reports for each Service User (Employer)

Liaising with HMRC when necessary, including calculating quarterly payments for the employers, end of year returns and all HMRC paperwork e.g. P46’s, P45’s, P60’s and P35’s.Complete all HMRC online filing in line with HMRC RTI processes

Setting up employees and employers with The Pensions Regulator and appropriate pension schemes

Keeping records of Employers’ Liability Insurance Certificates and payments using the software environment

Undertaking all necessary processing of Direct Payments Service user payments to PAs and HMRC

Arranging payments to domiciliary care agencies and process invoices received

Liaising with Service Users regarding payments they wish to make and ongoing management of their accounts

Providing regular income and expenditure statements to service users and authorised Council Officers.

Liaising with Council Staff and Finance Officers in relation to variations and anomalies and changes in income and expenditure.

Producing regular reports and in conjunction with the Finance manager ensure accurate reconciliation of service user accounts

Administration

Liaise with the software development team regarding desired changes and updates to our integrated direct payments managed banking and payroll software environment

Answer all telephone calls, transferring the caller to the appropriate person

Provide information, advice, and support to employers (service users) and employees (Personal Assistants) in relation to financial matters, accounts and requirements

Proactively communicate any legislative, policy or practice changes regarding payroll and managed banking services to all service users and personal assistants

Dealing with DP post and distribution

Undertake any other duties as required and the main duties allow, which are appropriate to the work of Diverse Cymru Direct Payments.

General administration of new employer and employee packs

ZK | 16/02/2018