Thank you for your interest in this position
Welcome to Fife
Health and Social Work
I am proud to be Chief Executive of Fife Council. Working with colleagues and
councillors, together we provide vital public services for over 360,000 people and
believe our role is to help improve lives and communities.
Contracts Assistant
We are ambitious for Fife but our most challenging years ever lie ahead. More and
more people need our help and we’re focussed on reducing inequalities and
increasing opportunities throughout our communities. And yet, like the rest of the
public and voluntary sector, we have less money and fewer staff to get the job
done.
These are difficult times, but it’s also an exciting time to be in local government.
We’ve got a unique opportunity to totally redesign the way we provide services and
make a positive difference.
We’re looking for enthusiastic people with compassion and respect for the
residents of Fife, who are ready to help us transform local services for their future.
Steve Grimmond
Chief Executive, Fife Council
If you have any queries about the job information pack or application process, please contact the Transactions Recruitment Team.
You can do this by telephoning 03451 550088, (VOIP 2100 if internal to Fife Council),or by emailing [email protected] .
The Transactions Recruitment Team are located in Fife Council, Fife House, Glenrothes, Fife, KY7 5LT.
We value diversity and are striving towards equality of opportunity. All applicants will be considered fairly and on merit.
Job Profile
Job Title:
Contracts Assistant
File Reference Number: FIF
Directorate and
Service:
Health and Social Work
Reports to:
Team Manager - Contracts
Grade:
FC6
Job Purpose:
To carry out a range of duties relating to the payment and billing, e.g. Contracts for social care services,
payments to grant-funded organisations and the individual contracts for people going into long term care, and
provide advice/support on various aspects of contracting, payments and billing.
Key Tasks &
Responsibilities:
Payment and Billing

Contracting and maintenance of electronic records for long term placements ensuring regular quality
assurance checks are undertaken.

Assist to set up recurring payment and maintain appropriate records and spreadsheets for those payments
not made by recurring payment including residential, nursing, care at home and grants to voluntary
organisations.

Assist to set up payments made by self billing process.

Process invoices for payment of respite, ensuring appropriate income and expenditure codes are used.

Based on the terms of the contract, assist Contracts Team Leaders set up annual recurring payments for
grants to voluntary organisations and for general contracts (not for individuals). Liaise with Contracts
Team Leaders for terms, annual uplifts etc.
Job Profile

Maintain and update systems for payments relating to Spot Purchase of care packages

Liaison and negotiate with Care at Home Providers in order to resolve payment queries. Investigate and
research payment queries providing an explanation on the outcome.

Assist Contracts Team Managers to undertake a reconciliation of all payments made to external care
providers and/or clients timeously throughout the financial year.

Assist Contracts Team Managers to calculate year end accruals and pre-payments where appropriate for
all providers and suppliers
Kinship, Adoption, Foster Carer, Support for Family Carers Payments

Responsibility for the preparation of information for Accounts Payable, reconciliation of payments, deal with
payment queries, new referrals etc. within set timescales.

Manage the application of Policy Guidance in relation to the complex calculation of Foster Carer payment
entitlements and provide advice, guidance and support to Foster Carers around this.

Support the Family Placement Service by attending Foster Carer information sessions and delivering
presentations to carers on the financial aspects of Foster Care.

Responsibility of caseload management and undertaking a means test assessment establishing
entitlement in relation to Kinship, Adoption and Support for Family Carers allowances, applying policy
Guidance and legislation, informing and supporting carers with regards to the outcome.

Assist Contracts Team Manager in policy development work around both Foster Care and other
allowances.
Job Profile
Commissioning

Daily contact with care providers to identify suitable care services/placements for service users.

Multi agency liaison and negotiation with hospital staff, care providers and social work teams.

Key role in supporting delayed discharges from hospital which requires using own initiative, working under
pressure to identify and commission appropriate care services.

Complex calculations for costed packages of care ensuring accurate recording for budgetary purposes.

Maintenance, overview and quality assurance checking of commissioned services spreadsheets.

Direct contact with NHS hospital staff and care providers, liaising with social work staff to negotiate and
agree re-start of packages of care in controlled and timely manner.

Consider options and solutions for the provision of care services.
Liaison

Liaise with various sections within Finance Service.

Liaise with Contracts Team Managers, Senior Contracts Officer, Contracts Officers, and Business Support
staff as required.

Liaise with Service Managers and Team Managers to ensure service delivery is being appropriately
monitored.

Correspond with clients, their representatives and Care Providers.
Job Profile

Represent the Service through attendance at meetings and partnership project work.

Promote partnership working with other services.
Maintain Database

Input and maintain new client’s details.

Update the system with contractual placement information.
 Maintain records for respite placements.
Management Information

Upkeep of electronic data systems ensuring regular quality assurance check are undertaken.

Provide ad hoc reports as required for Statutory Performance indicators (SPIs), etc.

Provide statistical reports for the Team Leader as required.
General Tasks &
Responsibilities:
Special Conditions:
N/A
Person Specification
Contracts Assistant
Within (Health and Social Work)
Attributes
Essential
Desirable
Assessment
Experience
Significant appropriate experience within a
Finance, Contracting, Business or
Administrative background
Previous work within a Local Authority or
large organisation
Application
Interview
Experience gained in a social work setting.
Working knowledge of welfare rights legislation
Education,
Qualifications
Training and
Professional
Memberships.
HNC or equivalent in a relevant discipline e.g.
HND or equivalent in a relevant discipline Application
Accounting, Business Studies, Administration, e.g. Accounting; Business Studies;
Interview
or Legal Services plus two years postAdministration or Legal Services
qualification experience
Skills, Abilities &
Knowledge
Effective Team working with a capability of
recognising team goal and outcomes.
Hyperlink to the SCQF Framework
www.scqf.org.uk/framework-diagram
Knowledge of local government
Interview
Microsoft Office
Ability to work on own initiative, manage time
and work under pressure
Proven skills in the use of spreadsheets and
databases
Analytical skills
Application
Flexible approach to work
Person Specification
Contracts Assistant
Within (Health and Social Work)
Attributes
Essential
Presentation skills and the ability to clearly
explain financial information to Service Users
Desirable
Assessment
Experience of handling sensitive and/or
confidential information
Application
Capable of assisting with complex financial
reconciliations
Organised, methodical and accurate recording
of information
Good written and verbal communication skills
Interpersonal &
Communication
Skills
Tact and Diplomacy
Non-judgemental attitude
Interview
Good team player
Good interpersonal skills
Practical but caring attitude
Positive and flexible attitude to duties of post
Health & Physical
Attributes
Ability to provide a regular and effective
service
Pre-employment
health screening
Person Specification
Contracts Assistant
Within (Health and Social Work)
Attributes
Essential
How We Work
Matters
OD12 How We Work Matters details the
behaviours are required for successful
performance in the role.





Working Together
Delivering Results
Taking Ownership
Customer Focus
Embracing Technology and Information
Desirable
Assessment
Application
Interview