Finance Officer (Scale 6)

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JOB ROLE PROFILE AND PERSON SPECIFICATION

Post Title and Number: SEN Finance and Contracts Administrator

Present Grade: Level 6 Dept: Education

Service/Section/Team: SEN

Reports to (title): SEN Funding and Finance Officer

Purpose of the Role:

The post holder will provide high level of administrative, financial and contract support to the SEN Funding and Finance Officer in relation to High Needs Block expenditure with different types of schools, and other partner agencies. This will enable the SEN Service to log, monitor and track payments made to educational settings, in line with the High Needs Funding Operational Guidance or against contracts and for purchases such as specialist equipment. The post holder will maintain the contracts register and keep all contracts in a central location, ensuring we align payments with delivery and provide a robust audit trail. They will also be responsible for a portion of purchase orders for tuition, top-up payments made to out-of-borough schools and early years settings as well as advice in relation to the amount of top-up they are entitled to.

The post holder will communicate directly with different types of educational settings (from early years to further education) assist with Delegated (Top-up) Funding termly checks, provide general finance data support, and support developments in payment processes as we migrate to a new case management system. They will work on the maintenance and data quality of finance records by crosschecking schools’ and contracted provision’s placement data with the service case management system. The post holder will make sure that finance records are suitable for accurate budget monitoring, payment control, audit purposes, as well as cost-trend reports required by senior management.

They will also provide internal support, training and assurance for the SEN central support team, and the SEN services operational teams and officers.


Dimensions including Structure Chart:

1. Annual budgetary amounts with which the role is either directly or indirectly concerned: The post holder will support the Funding and Finance Officer administer 11 cost centres with an overall budget value of around 17 21 million.

SEN Improvement Lead
2. Structure Chart:


SEN Funding and Finance Officer



SEN Finance and Contracts Administrator





3. Number of direct reports: None although the post holder will be required to provide training for case officers and co-ordinators concerning contract requirements, processes and reporting.

4. Nature of reporting relationship between post holder and line manager

· The post holder will receive direct line managed by the SEN Finance Officer. This will include weekly contact, by-weekly finance meetings and monthly supervision.
· By weekly meetings with the SEN Finance Officer and SEN Improvement Lead
· Monthly finance update meetings with the SEN Finance Officer, SEN Improvement Lead, SEN Manager and Head of Service
· Monthly central support team meetings


5. Any other relevant statistics

As of June 2023, there are currently 4,440 EHCP’s awarded to SEN children and young people by Enfield Council. 80% of these young people have their needs met through educational settings within the borough.

Key Accountabilities:

Insert the most important and frequent accountabilities first.

(You are not restricted to eight accountabilities)

Accountabilities
Anticipated level of time  
H = High
M = Medium
L = low
1. Deliver a full range of high-level administrative functions concerning finance and contracts to support the Funding and Finance Officer and SEN Improvement Lead.

H
2. Undertake a range of financial duties to include use of the Council’s electronic procurement systems EForm/AP, Neptune and SAP, support automated payments and to set up new vendors.

H
3. Responsibility for a portion of out-of-borough schools’ and early years settings’ top-up funding which includes providing advice to schools about top-up levels entitlement and outstanding payments within financial year; as per the High Needs Operational Guidance and SEN Finance records.

H
4. Responsible for a portion of purchase orders raised for interim tuition and therapy payments. This involves being able to ascertain if charges are correct based on contracts in place and SEN funding calculators, accurate recording of payments made, undertaking quarterly reconciliation and internal audit of relevant cost centres.

H
5. Collate and monitor contracts generated by the service in relation to educational settings, equipment and services delivered (including home tuition and therapy). This will include providing training to colleagues concerning contract and reporting requirements as well as associated processes.

H
6. Support the Funding and Finance Officer to maintain accurate attendance records following the receipt of new information from schools when processing payments

H
7. Set up, maintain, and review processes and systems to ensure effective day to day operation of finance and contracts in accordance with relevant legislative and statutory requirements.

M
8. Responsible for the maintenance and improvement of data quality of finance records for the purpose of projecting monthly and annual budgets for following SEN areas: mainstream, special, independent, and residential schools, nursery and PVIs, equipment budgets and various SEND contract cost centres

H/M
9. Monitor the finance email inbox, ensuring requests are prioritised and responses are timely and delivered in accordance with the service customer service and legal specifications.

H
10. Deal effectively with all contacts from a wide range of people, using tact and discretion, assessing needs, and re-directing enquiries, where appropriate.

M
11. Ensuring data anomalies raised as part of data reporting exercises on the case management system are reported and acted upon

L
12. Any other duties reasonably requested by management

M/L
13. Carry out all accountabilities in compliance with the Council’s Policies and Procedures

H

Key Relationships (Internal and External):

Internal: SEN Service, Educational Dept finance
External: Schools, Independent Educational Settings, PVI’s, Service Delivery Agencies, Equipment suppliers

Equality and Diversity:

The Council has a strong commitment to achieving equality in its service to the community and the employment of people and expects all employees to understand, comply with and promote its policies in their own work.

Health and Safety:

The post holder shall ensure that the duties of the post are undertaken with due regard to the Council’s Health and Safety Policy and to their personal responsibilities under the provisions of the Health and Safety at work Act 1974 and all other relevant subordinate legislation.

For a more detailed definition of these responsibilities, refer to the current versions of the Corporate Health & Safety Policy, Group Safety Policy and employee information leaflet entitled "Health & Safety Policy; Guidance on Staff Health & Safety Responsibilities".

Corporate Health and Safety Responsibilities
All employees have personal responsibilities to take reasonable care for the health and safety of themselves and others. This means:

1. Understanding the hazards in the work they undertake;
2. Following safety rules and procedures;
3. Using work equipment, personal protective equipment, substances, and safety devices correctly; and
4. Working in accordance with the training provided and only undertaking tasks where appropriate training has been received.

Employees shall co-operate with the Council by allowing it to comply with its duties towards them. This requires employees to:

· take part in safety training and risk assessments and suggest ways of reducing risks; and
· take part in emergency evacuation exercises.

Employees shall report all accidents, ‘near miss’ incidents and work related ill health conditions to their manager/supervisor/team leader.

Employees shall read the Corporate Health & Safety – Organisation Part B Policy to ascertain and understand their responsibilities as an employee, line manager, Assistant Director or Director of the Council.

Information Security:

In order to protect the confidentiality, integrity and availability of Council information, including information provided by customers, partner organisations, and other third parties, where applicable, employees will comply with the Council’s Information Security Policy.

Statement of Commitment to Safeguarding of Children and Vulnerable Adults through safer employment practice:

Enfield Council is committed to safeguarding and promoting the welfare of children and vulnerable adults. Safe recruitment of staff is central to this commitment, and the Council will ensure that its recruitment policies and practices are robust, and that selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults. All staff employed to work with or on behalf of children and young people in the Council must be competent.

All staff working with Children & Vulnerable Adults should be aware of, and share the commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults when applying for posts at Enfield Council.



Internal - Official - Sensitive
Page 1 of 6
Job Role Profile and Person Specification
Published 18/10/2010
Last revised 24.9.20
PERSON SPECIFICATION

Job Title: SEN Finance and Contracts Administrator Grade: Level 6
Department: Education Team: SEN

HOW TESTED
Application – A
Test – T
Interview – I
Job Specifics – Skills, Experience, Knowledge & Abilities

Essential:
1. As a regular and intrinsic part of this role requires you to speak to members of the public in English, the ability to converse at ease with customers and provide advice in accurate spoken English is essential and consistent with the requirements of this role. This role also requires you to be polite and courteous when conversing with the public.
2. Experience and knowledge of using spreadsheets and databases to record, monitor and process financial data and contract information
3. Knowledge of Local Authority accountability and monitoring processes and policies relating to financial management
4. Experience and knowledge of using Case Management Systems in relation to the tracking of finance and contract requirements
6. Strong organisational skills to ensure tasks are completed accurately in a timely and calm manner.

Desirable:
1. Experienced Synergy user
2. Finance related experience




A/I

A/I/T

A/I

A/I

A/I

A
A


Behaviours

Appropriate behaviours are key to the delivery of our vision for Enfield.

We want staff who will work collaboratively, flexibly and constructively, and exhibit this ethos in all their dealings with residents, colleagues and partners. Our leaders will be exemplars of the following behaviours and encourage them in staff at all levels; 

Take Responsibility
We want staff who are willing to make decisions and be accountable for them. Staff should have a positive can-do attitude where they see problems as challenges which can be overcome. They should accept responsibility for service delivery, be clear about their service offer and deliver what they promise.

Open, Honest and Respectful
We want staff who are comfortable and confident to acknowledge the difficulties and the barriers they face. They should also be able to constructively challenge the way things are done where there is evidence that it impedes service delivery. Challenge should be conducted in a professional, courteous manner with the aim of reaching a mutually agreeable resolution.

Listen and Learn
We want staff who are prepared to actively listen and reflect on customer concerns with a view to understanding the customer’s point of view. Staff should be able to receive constructive criticism and be prepared to adapt the way they operate and deliver services where appropriate.

Work Together to find solutions
We want staff who can work collaboratively with other departments and partners, freely sharing their knowledge and skills to identify solutions to address customer concerns.

Candidates: Please ensure you address these behaviours in your responses to the essential (and desirable if applicable) criteria above.




A/I

Competencies:

Candidates: Please ensure you address these competencies in your responses to the essential (and desirable if applicable) criteria above.

1. Attention to detail
2. Strong communication skills with a customer service focus
3. Deliver service performance
4. Focus on continuous improvement
5. Political awareness and context concerning SEN and budgets



A/I
Qualifications & Professional registration criteria

Candidates: Please ensure you address these qualifications in your responses to the essential (and desirable if applicable) criteria, you will be expected to meet these requirements of the role and they will be explored with you at interview.

1. GCSE or equivalent in maths and English or proven experience of working within a similar local authority finance role
2. Evidence of ongoing relevant professional development





I

Special requirements

Candidates: Please note you will be expected to meet these requirements of the role and they will be explored with you at interview.

1. Enhanced DBS
2.
3.





I

We are seeking an experienced SEND Finance Officer to support the management of SEND-related payments and financial monitoring.

Key responsibilities:
* Process and monitor invoices and payments across SEND budgets and cost centres.
* Manage payments to schools, education providers, therapists, tutors, support workers and personal budget holders.
* Maintain accurate financial records and undertake monthly and quarterly reconciliation checks.
* Produce financial information and reports to support senior management.

Skills, knowledge and experience

* Experience of Local Authority finance processes.
* Knowledge of SEND funding and financial arrangements.
* Strong financial administration, monitoring and reporting skills.
* Able to work independently and quickly become effective within a busy team.

We are looking for someone with both Local Authority finance and SEND experience who can hit the ground running and provide immediate support to the service.
an enhanced DBS is essential