Job Description

Job info	Job info details
Job title	R&B Financial Systems Manager
Strategic team/Directorate	Finance
Service	Financial Services
Business unit	Financial Services – Revenues & Benefits
Responsible to (day to day issues)	Revenues & Benefits Integration Manager
Accountable to (line manager)	Revenues & Benefits Integration Manager
Salary grade	K
JE ref	FIN050

1. Key purpose of job

To lead and be responsible for the Revenue and Benefits Service for Civica Open Revenues systems, providing technical support, advice and problem-solving guidance and fixes on all aspects of the systems and their interaction with all other systems/databases.
To explore options, recommend and implement systems and processes that are innovative and will continually improve performance, resulting in new ways of working and identified business benefits being realised.
To lead and be responsible for optimising the use of technology, developing business opportunities to reduce costs and improve service delivery.
To ensure and manage that legislation, strategies, policies, objectives and procedures are implemented and kept under review within the Revenue and Benefits service.
To provide advice to the Director of Finance & Councillors on the impact of legislative changes and report on the practical effect of changes to Council policies relating to the Revenue and Benefits service.
To support the Revenues & Benefits Integration Manager, ensuring the integrity of the Revenues & Benefits financial information contained within the council’s company financial systems.
To ensure overall compliance with the DWP Memorandum of Understanding, working with service managers.
To work with the Council re design team to ensure that within the ongoing implementation of IT systems (such as CRM and SWISCo one system), all financial transactions and system interfaces between financial systems are accurate.
Ensure that Business Units are provided with timely and effective information relating to Housing Benefits, Council Tax and Business Rates, to enable effective management at a departmental level.
Overall responsibility for the annual billing process and annual year end rollover.
To deputise for the Finance Manager – Systems and Redesign.

2. Anticipated outcomes of post

To provide advice to Senior Management & Councillors on the impact of legislative changes and report on the practical effect of changes to Council policies relating to the Revenue and Benefits service.
To provide advice and help implement automation of processes with the aim of improving customer service and operational efficiency.
To be responsible for monitoring and controlling benefit subsidies and related grant income.
To deliver a professional, customer focussed and high-quality service.
To manage resources that cover a diverse range of activities in System and Development that supports the needs of the Revenue and Benefits service.
Proactively identify opportunities for improvements in how the system is used to maximise existing system functionality to improve Revenues & Benefits service delivery.

3. List key duties and accountabilities of the post

As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
To lead and coordinate new business processes that deliver demonstrable and sustainable improvements.
To allocate specialist resources to specific projects and the daily requirements of the service.
To manage and review the Revenue and Benefits service information and reporting processes and systems to optimise service delivery to internal and external information users at all times.
To engage with all internal and external stakeholders, developing and maintaining effective and strategic links.
To maintain an awareness of relevant legislation including welfare reform and that the service is adapted or changed to deal with the new requirements.
To be responsible for applying any changes as appropriate in legislation, Circulars and DWP guidance to the Civica Open Revenues system.
To prepare reports and attend meetings, internal and external to the Council both during and outside normal working hours.
To assist and collaborate with the ongoing development and review of the Council Tax Support scheme, working with other council departments and third sector organisations.
Ensuring the effective management, maintenance and support of Revenue & Benefits systems including documentation of processes and procedures and leading on future design and development of the system.
To act as the Council’s main contact with CIVICA, one of the Council’s finance system providers.
To work collaboratively and support close working with the Director of Finance, Financial Service and Revenues & Benefits team ensuring the integrity of financial information to improve the efficiency and effectiveness of financial information throughout the Council.
Support and roll out the effective management and operation of the report writing tool (Power BI) for the Council.
To ensure the provision of training services for financial and non-financial users in the use of the Council’s Financial Information and Management Systems including Revenues & Benefits systems.
Manage the accurate and timely completion and audit of housing benefit subsidy returns.
To support and collaborate with the effective administration of the additional corporate systems/functions:
- To support the training and development of staff throughout the Council to understand and use financial information, and to assist line managers with training needs analysis and meeting training needs.
- To take an active role and represent Financial Services in corporate IT projects (such as CRM).
- Interpretation of Housing benefit and collection fund service specific technical guidelines, legislation, national or local policy or procedures in order to develop policies, processes, systems.
- The timely and accurate completion of the £36m housing benefit subsidy returns that are based on accurate records and comply with the relevant guidance that is robust and will enable an external audit certification of the subsidy claim.
- Interpretation and implementation changes in housing benefit guidance that will impact of over 20,000 benefit claimants resulting in the need for a high level of accuracy.
- Responding to claimant complaints about the incorrect calculation or award of housing benefit. Detailed knowledge of housing benefit guidance and legislation is required to ensure the council is processing claims correctly.
- Regular analysis of benefit subsidy, managing expenditure and identifying areas of potential loss.
- The accurate and timely implementation of changes in HB or collection fund guidance within council systems (by update or new software)
- Support to the design and implementation of any required changes to financial processes and interfaces linking to the introduction of new IT systems such as, CRM and SWISCO one system.

4. Budgetary/Financial Responsibilities of the post

Support to the accurate completion of the £36m housing benefit subsidy claim.
Support to the accurate provision of financial information to support the Council’s £35m annual NNDR return and the calculation of s31 compensation grants.

5. Supervision/Line Management Responsibilities of the post

To manage Revenues & Benefits systems team (x5), including proactive Performance Management.

6. Working environment and conditions of the post

Normal working conditions.
Hybrid working.

7. Physical demands of the post

Normal physical effort.

8. Specific resources used by the post

Usual IT equipment and accessibility for office working and home working.

9. Key contacts and relationships

External

All relevant Government departments such as Department of Work and Pensions, Department for Communities and Local Government.
Civica software products at all levels in connection with system support, implementation, and development.
Colleagues within the Open Revenues User Group and Product Enhancement Groups.
Other Local Authorities.
Valuation Office for Council Tax Banding and Local Housing Allowance for Housing Benefit.
External auditors for the annual audit of Housing Benefit subsidy and National Non-Domestic Rates.
Printing contractors (currently CFH).

Internal

All levels of Torbay staff from across all departments, in relation to the provision of the reporting infrastructure for their Revenues & Benefits related Business Intelligence requirements (Chief Executive, Directors and Divisional Directors, Chief Finance Officer, Council Officers, Senior Business Partners).
Performance and Risk Management Team, Information Governance Team.
Financial Services Management Team.
Revenues & Benefits team, Corporate Debt team and Customer Services, to provide practical support, advice, and assistance to staff at all levels that have access to Open Revenues and W2.
IT Services to maximise system availability, technical advice, load new software, resolve problems affecting hardware, restoring network connections for remote working.
Finance to provide financial data on income and expenditure for National Non-Domestic Rates, Council Tax, Housing Benefit subsidy, Council Tax Support and Welfare Support scheme grants, as well as other discretionary funds.
Devon Audit Partnership to provide assistance and advice when auditing Civica Open Revenues and cashiering system covering, National Non-Domestic Rates, Council Tax, Housing Benefit, Council Tax Support and Welfare Support.

10. Other duties

To undertake additional duties as required, commensurate with the level of the job.

Other Information

All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Childrens Services are the Safeguarding Leads for the Council.
This post is historically based at Tor Hill House although changes to working from home practices allow for hybrid home working.
You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	R&B Financial Systems Manager
Strategic team/Directorate	Finance
Service	Financial Services
Business unit	Financial Services – Revenues & Benefits

Skills and effectiveness

Essential skills and effectiveness

Political sensitivity and a demonstrable ability to recognise, influence and manage the communications consequences of sensitive issues.
The ability to manage multiple projects taking full accountability for all aspects of delivery.
Effective management skills to supervise and line manage staff, manage workload, delegate tasks and coach and mentor staff.
Effective Performance Management skills.
Ability to work to budgets and time schedules requiring excellent personal time management skills plus a high level of productivity.
Ability to enable others to develop vision and translate that into realistic plans.
Ability to build rapport and credibility with senior managers and members.
Ability to successfully manage changes in working practices.
Excellent written and verbal communication skills.
The ability to present information in an easy to understand and concise manner to a range of different audiences.
The ability to manage conflicting deadlines and identify and manage change.
Excellent interpersonal skills with the ability to gain the respect of multi-professional teams, enthuse and motivate individuals and teams.
Innovative approach to problem solving.
Demonstrates commitment to colleagues, team objectives and collaborative working opportunities.
As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.

Desirable skills and effectiveness

Developing and reporting upon the impacts of legislative change in the Revenue and Benefits work environment.
Ability to keep up to date with developments in technology.

Knowledge

Essential knowledge

Excellent knowledge of ICT in a strategic context enabling business process change improvement.
All round knowledge of capabilities of Civica Open Revenues or similar Revenues & Benefits processing system, to meet business needs.
Knowledge of the application of business process mapping and analysis software.
Knowledge in performance measurements, including performance indicators and balanced scorecards.
Extensive knowledge of NNDR and Council Tax legislation.
Extensive knowledge of Housing Benefit legislation and subsidy.
Knowledge in Council Tax Support scheme grant and the local requirements.
Knowledge of Council Tax Support scheme.

Desirable knowledge

Knowledge of Open Revenues database.
Knowledge of Power BI and/or Business Objects (Crystal) Reporting.
Knowledge of data warehousing.

Experience and achievements

Essential experience and achievements

Experience of Management/Leadership at senior level.
Experience of managing complex tasks, including project and programme work.
Experience of managing internal change within complex organisations.
Experience of designing suitable key performance indicators and analysing results.
Experience of analysing and solving complex process and systems problems and supporting others to develop this skill.
Experience of effectively handling multiple, sometimes competing agendas, meeting challenging deadlines and delivering under pressure.
Understanding of budget management, including responsibility for financial planning.
Evidence of continual personal development.
Experience in relational database reporting and analysis.
Experience of problem resolution with external software suppliers.
Experience in developing and implementing new policies and procedures.

Desirable experience and achievements

Experience of developing new systems and processes.
Development of new initiatives that have delivered improvement to customers.
ICT report writing development.

Qualifications/professional memberships

Essential qualifications/professional memberships

Educated to degree level standard (including HND, professional/enhanced skill qualification) or equivalent or demonstratable work-related experience in appropriate areas.
Evidence of continued professional development.