Grade IV
Job Specification & Terms and Conditions
Location of Post - Kilkenny.
Details of Service Our client provides a range of professional, technical, project
management, property, fire and safety, administrative and related services in respect of
the procurement, development, construction, operation and maintenance of the health
service’s physical infrastructure - including buildings, plant and equipment. These services
include design, building specification, project management, supervision and procurement
associated with major and minor capital building and refurbishment works, maintenance
services, risk and asset management, property services, fire, health and safety, etc.
Estates is responsible for maximising the value of HSE properties and facilities to ensure
that appropriate infrastructure is in place when and where required to enhance patient,
client and staff wellbeing, by managing the organisations capital infrastructure and annual
capital plan.
Reporting Relationship
Job holder to report to the Manager or a deputy, as directed by the EM.
Purpose of the Post To provide various administrative support within the department including .the process of purchase requisitions, purchase orders and goods receipts on the IFMS SAP S/4 HANA system for equipment purchases.
To assist in setting up new procedures for processing payments
To assist with Property Management administration
Principal Duties and Responsibilities
The position of Grade IV encompasses both managerial and administrative responsibilities,
which include the following:
1. Administration
• Process purchase requisitions, purchase orders, and goods receipts on the IFMS SAP
S/4 HANA system.
• Manage equipment purchases from the National Equipment Replacement Program
• Ensure compliance with end-of-year payment deadlines for all projects, including
closing off all purchase orders.
• Process invoices through the Vendor Invoice Management (VIM) in accordance with
prompt payment and National Financial Regulations (NFRs) for equipment purchases
from capital funds.
• Ensure the efficient day-to-day administration of area of responsibility
• Ensure that deadlines are met and service levels maintained
• Support the preparation and issuing of office documentation (correspondence, reports,
etc.) to the highest possible standard by monitoring and reviewing the work of the team
to ensure quality and accuracy
• Ensure that archives and records are accurate and readily available
• Maintain confidentiality of documentation, records, etc.
• Maximise the use of technology in ensuring work is completed to a high standard
• Ensure line management is kept informed of issues
• Ensure that stakeholders are kept informed and that their views are communicated to
middle management
• Organise and attend meetings as required
• Take minutes at meetings and prepare for timely circulation following meeting
2. Accounts Management
• Co-ordinating and managing the processing of revenue accounts as assigned to the
post holder and staff. Revenue accounts processing includes creating purchase orders,
follow up on orders, matching delivery dockets with invoices received, submittal of
invoice for payment, account reconciliation with vendors, setting up suppliers etc using
the SAP system
• Ensuring that all accounts processed by their department are processed as appropriate
in accordance with the National Financial Regulations and other relevant financial
policies and procedures
• Liaising with all stakeholders as required and responding to queries from relevant
internal and external stakeholders including financial, accounts or general queries
• Maintaining own knowledge of relevant accounts and taxation policies, procedures,
guidelines and practices
• Assisting with external and internal audits and inspections
3. Financial Accounting
• Making salary returns and dealing with queries re same
• Preparation of monthly commitments
• Management of the department’s financial reporting process including preparing
monthly and end of year reports for senior management using SAP software package
• Provision of analysis, interpretation and commentary on monthly financial results for
senior management to assist with budget management
• Development and enhancement of standard templates, processes and reports to
facilitate financial reporting
• Ensuring the highest standards of financial reporting, analysis and support in
compliance with best practice in terms of financial processes, procedures and controls
4. Customer Service
• Promote and maintain a customer focused environment including monitoring efficiency
of service provided by the team and notifying Line Manager of any deficiencies
• Ensure that service users are treated with dignity and respect
• Act on feedback from service users / customers and report same to Line Manager
5. Human Resources
• Co-operate and work in harmony with other teams and disciplines
6. Service Delivery and Improvement
• Actively participate in innovation and support change and improvement initiatives within
the service; implement agreed changes to the administration of the service
• Encourage and support staff through change processes
7. Standards, Policies, Procedures and Legislation
• Maintain own knowledge of employer policies, procedures, guidelines and practices, to
perform the role effectively and to ensure current work standards are met by own team
• Maintain own knowledge of relevant regulations and legislation e.g. Financial
Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, GDPR
• Ensure consistent adherence to procedures within area of responsibility
• Have a working knowledge of the Health Information and Quality Authority (HIQA)
Standards as they apply to the role for example, Standards for Healthcare, National
Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene
Standards etc. and comply with associated HSE protocols for implementing and
maintaining these standards as appropriate to the role
• Support, promote and actively participate in sustainable energy, water and waste
initiatives to create a more sustainable, low carbon and efficient health service
The above Job Specification is not intended to be a comprehensive list of all duties
involved and consequently, the post holder may be required to perform other duties
as appropriate to the post which may be assigned to him / her from time to time and
to contribute to the development of the post while in office.
Skills, competencies and/or knowledge
1. Professional Knowledge & Experience
For example:
• Demonstrates knowledge and experience relevant to the role as per the duties &
responsibilities, eligibility criteria and post specific requirements of the role
• Experience working with SAP system
• Knowledge of procurement processes and regulations
• Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft
Office, Outlook, especially Excel etc.
• Demonstrate the ability to work in line with relevant policies and procedures
• Knowledge and experience of using an email system effectively e.g. Outlook
• Demonstrate experience of accounts systems including accounts processing and/or
financial systems
• Demonstrate experience of accounts payable systems
• Demonstrate experience of administrative management, including adherence to
regulations, procedures and policies
2. Planning and Managing Resources
For example:
• Demonstrate the ability to plan and organise own workload and that of others in an
effective and methodical manner within strict deadlines, ensuring deadlines are met
• Sets realistic goals and time-scales, taking account of potential problems and
competing priorities
• Devotes time and energy to the most important task at any given time
• Maintains an awareness of value for money
• Strong attention to detail & organisational skills
3. Evaluating Information, Problem Solving & Decision Making
Demonstrates:
• The ability to appropriately analyse and interpret information, develop solutions and
contribute to decisions quickly and accurately as appropriate
• Initiative in the resolution of complex issues
• The ability to recognize when it is appropriate to refer decisions to a higher level of
management
• A capacity to develop new proposals and recommend decisions on a proactive
basis
• Flexibility, problem solving and initiative skills including the ability to implement
change
4. Team Working
Demonstrates:
• The ability to work both independently and as part of a team
• The capacity for management responsibility and initiative
• Motivation and an innovative approach to the job within a changing working
environment
5. Commitment to a Quality Service
For example:
• Demonstrate a commitment to providing a quality service
• Demonstrate awareness and appreciation of the service user and has strong customer
service skills
• Embraces the change agenda; demonstrates flexibility, initiative and adaptability in a
changing work environment
6. Evaluating Information, Problem Solving & Decision Making
For example:
• Demonstrate numeracy skills, the ability to evaluate information, problem solve and
make effective decisions
• Makes decisions and solves problems in a timely manner before they accumulate
• Gathers information from enough sources and other people to make well founded
decisions / solve problems
7. Team working
For example:
• Demonstrate the ability to work on own initiative as well as part of a team
• Contributes to a positive team spirit
• Demonstrates a willingness to become involved and help team members if they are
under pressure
8. Communication & Interpersonal Skills
For example:
• Effective communication skills including the ability to present information in a clear and
concise manner
• Strong written communication skills
• Strong interpersonal skills including the ability to build and maintain relationships with a
variety of stakeholders; treats others with dignity and respect
• Demonstrate the ability to influence people and events
Eligibility Criteria
Qualifications and/ or experience
1. Professional Qualifications, Experience, etc
(a) Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory
health agencies, or a body which provides services on behalf of the HSE under Section
38 of the Health Act 2004
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of
subjects in the Department of Education Leaving Certificate Examination, including
Mathematics and English or Irish1. Candidates should have obtained at least Grade C
on higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalent
examination in another jurisdiction
Or
(iv) Hold a comparable and relevant third level qualification of at least level 6 on the
National Qualifications Framework maintained by Qualifications and Quality Ireland,
(QQI).
Note1:
Candidates must achieve a pass in Ordinary or Higher-level papers. A pass in a foundation
level paper is not acceptable.
Candidates must have achieved these grades on the Leaving Certificate Established
programme or the Leaving Certificate Vocational programme.
The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
and
(b) Candidates must possess the requisite knowledge and ability, including a high standard
of suitability, for the proper discharge of the office.
2. Health
Candidates for and any person holding the office must be fully competent and capable of
undertaking the duties attached to the office and be in a state of health such as would
indicate a reasonable prospect of ability to render regular and efficient service.
3. Character
Candidates for and any person holding the office must be of good character.
Remuneration The salary scale for the post is Aligned to Grade Code: 0558 pay scale beginning at
€33,422 (01/01/2024)
New appointees to any grade start at the minimum point of the scale.
SHOULD THE ROLE BE OF INTEREST TO YOU PLEASE APPLY IN WITH YOUR CURRENT CV
