Grade VII – Administrative Officer - SUSI

Applications are invited from suitably qualified persons for the following post:

Grade VII – Administrative Officer - SUSI

Finance Officer

(Permanent)

Ref: G7SFO24

City of Dublin Education and Training Board (City of Dublin ETB) was established on 1st July 2013 under the Education and Training Boards Act, 2013. City of Dublin ETB has 3,000 employees and an annual budget of €580m.

It is the state education and training authority for Dublin city and serves the area covered by Dublin City Council.

This provision is delivered to over 48,000 learners (20,000 full-time and 28,000 part-time) and is supported by a range of services including a psychological service, a curriculum development unit, a buildings maintenance unit and Head Office staff in Ballsbridge. It also has statutory responsibility for supporting the provision, coordination, administration and assessment of youth work services in Dublin city and is the lead partner for Music Generation Dublin City.

City of Dublin ETB is also responsible for the national awarding authority for student grants in Ireland, Student Universal Support Ireland (SUSI). Student Universal Support Ireland (SUSI) is a unit of City of Dublin ETB which is designated by the Minister for Further and Higher Education, Research, Innovation and Science as the single Irish national awarding authority for student grants in further and higher education. SUSI is a dynamic workplace based in Ballsbridge, Dublin 4 and features a challenging balance of day-to-day operations and strategic development projects. The core work of SUSI involves the annual processing of large numbers of online grant applications within short timeframes to determine eligibility under the criteria of the Student Grant Scheme. Approximately 100,000 grant applications are received on an annual basis. SUSI has also broadened its functions in recent years and now provides services relating to the 1916 Bursary, the International Protection Student Scheme, the PLC Bursary for Displaced Persons (Ukraine), the National Tertiary Office Programmes and the All-Ireland Scholarship. Proposed Timeframe Shortlisting will take place week commencing: 18th March 2024 Interviewing to commence week beginning: 25th March 2024 *All dates are subject to change and are for guidance only

Location of Position: The position will be based in SUSI, Shelbourne Road, Dublin 4. Salary: €55,846 - €72,602 (including two long service increments) (pro rata). Annual Leave: 29 working days per annum. Hours of Work: 35 hours per week.

Summary of Position: The Finance Officer is responsible for ensuring that grant and corporate funding administered by SUSI is correctly managed through appropriate systems of control and payment. In addition to this key internal role, the Finance Officer is also responsible for the provision of supporting corporate services and facilities management within the organisation.

Essential Requirements

• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examinations (higher, ordinary, applied or vocational preparation) or equivalent or have passed an examination at the appropriate level within QQI qualifications framework which can be assessed as being of a comparable standard to Leaving Certificate or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise. • Have the requisite knowledge, skills and competencies to carry out the role. • Have excellent administrative skills and a high level of ICT literacy including a proven ability to apply technology in the workplace. • Be capable and competent of fulfilling the role to a high standard

Desirable Requirements:

• A professional accountancy qualification and be a member of a recognised body of accountants. AND/OR A degree equivalent to level 7 or higher on the National Framework of Qualifications in one of the following disciplines (or in such other relevant discipline as may be considered appropriate in the discretion of City of Dublin ETB): o business/financial administration, o accounting, o audit. • Demonstrated management experience at a level appropriate to the role in an area of work relating to one or more of the above disciplines and considered by City of Dublin ETB to be both sufficient and relevant to the key responsibilities for the role outlined further above. • Demonstrated experience in a finance role and specialist subject-matter knowledge, understanding and expertise in two or more of the following areas: o grant funding, o corporate funding, o financial management systems, o public service and regulatory reform, o audit. • Ability to prioritise and manage work in a dynamic and pressurised environment. • Goal oriented in a manner that ensures that work is comprehensively completed. • Proven record as a team-player with a flexible approach. • Demonstrated experience of building and maintaining relationships. • Knowledge of the further and higher education sector in Ireland. • Written and oral proficiency in the Irish language. • Effective verbal and written communications in a clear and concise manner. • Excellent judgement, problem-solving, analytical and decision-making skills. • Excellent interpersonal and people management skills. • Excellent work planning and organisation skills. • Self-motivating, flexible and results focused. Key Responsibilities Functions currently assigned to the role are the following: • Liaising with the Department of Further & Higher Education, Research, Innovation and Science in respect to payment of Student Grants and other DFHERIS payment projects administered by SUSI. • Forecasting payment profiles ensuring that funds are on hand to make payments to students and institutions. • Scheduling controlling and monitoring the preparation and issue of payments to students and institutions and ensuring that payment performance targets are met. • Ensuring that scheduled payment runs are balanced, correct, and delivered on time. • Providing regular financial and statistical reports on grant payments and overall expenditure. • Ensuring that appropriate controls are in place for the payment of student grants and that payment processes are documented and up to date. • Implementing a structured policy for the recovery of any grant overpayments. • Chairing meetings of the payments technical working group for colleges and institutions and engaging regularly with other non-student stakeholders. • Liaising with the Department of Further & Higher Education, Research, Innovation and Science in respect to the corporate administration of SUSI with responsibility for • Corporate expenditure budgeting, funding accounting and reporting. • Control of corporate administration and expenditure. • Co-ordinating business strategies and business continuity planning. • Liaising with City of Dublin ETB in respect to the control of corporate expenditure, procurement, purchasing and contract management. • Supervising of facilities staff and communicating with external contractors and vendors. • Ensuring maintenance and health and safety is carried out to appropriate standards. • Maintaining SUSI’s staffing records and ensuring our full-time equivalent staffing allocation is optimised. • Facilitation and cooperation with external and internal audits and reviews of SUSI and liaison with City of Dublin ETB Finance Unit in relation to financial management and administration. • Performing other cross-functional duties as determined by the SUSI management team. • Providing first-line management and administrative support to the Finance, Corporate and Governance Manager and deputising in their absence.

Competencies

Team Leadership • Works with the team to facilitate high performance, developing clear and realistic objectives and addressing performance issues if they arise. • Provides clear information and advice as to what is required of the team. • Strives to develop and implement new ways of working effectively to meet objectives. • Leads the team by example, coaching and supporting individuals as required. • Places high importance on staff development, training and maximising skills and capacity of team. • Is flexible and willing to adapt, positively contributing to the implementation of change.

Analysis & Decision Making • Gathers and analyses information from relevant sources, whether financial, numerical or otherwise weighing up a range of critical factors. • Takes account of any broader issues and related implications when making decisions. • Uses previous knowledge and experience in order to guide decisions. • Makes sound decisions with a well-reasoned rationale and stands by these. • Puts forward solutions to address problems.

Management & Delivery of Results • Takes responsibility and is accountable for the delivery of agreed objectives. • Successfully manages a range of different projects and work activities at the same time. • Structures and organises their own and others work effectively. • Is logical and pragmatic in approach, delivering the best possible results with the resources available. • Delegates work effectively, providing clear information and evidence as to what is required. • Proactively identifies areas for improvement and develops practical suggestions for their implementation. • Demonstrates enthusiasm for new developments / changing work practices and strives to implement these changes effectively. • Applies appropriate systems / processes to enable quality checking of all activities and outputs. • Practices and promotes a strong focus on delivering high quality customer service, for internal and external customers.

Interpersonal & Communication Skills • Builds and maintains contact with colleagues and other stakeholders to assist in performing role. • Acts as an effective link between staff and senior management. • Encourages open and constructive discussion around work issues. • Projects conviction, gaining buy-in by outlining relevant information and selling the benefits. • Treats others with diplomacy, tact, courtesy and respect, even in challenging circumstances. • Presents information clearly, concisely and confidently when speaking and in writing.

Specialist Knowledge, Expertise and Self Development • Has a clear understanding of the roles, objectives and targets of self and team and how they fit into the work of the unit and Department / Organisation and effectively communicates this to others. • Has high levels of expertise and broad knowledge of FET relevant to his/her area of work. • Focuses on self-development striving to improve performance.

Drive & Commitment to Public Service Values • Strives to perform at a high level, investing significant energy to achieve agreed objectives. • Demonstrates resilience in the face of challenging circumstances and high demands. • Is personally trustworthy and can be relied upon. • Ensures that customers are at the heart of all services provided. • Upholds high standards of honesty, ethics and integrity.

Note: Having read the competencies and thought about the demands of the role, for each of the above competencies candidates will be asked, on the application form, to demonstrate a specific example which illustrates how you have developed the relevant competency during your career to date which clearly demonstrates your suitability for this position, within your application form.

Declaration: Applicants will be required to declare whether they have previously availed of a public service scheme of incentivised early retirement, including schemes not specifically mentioned above. Applicants will also be required to declare any entitlements to a Public Service pension benefit (in payment or preserved) from any other Public Service employment and/or where they have received a payment-in-lieu in respect of service in any Public Service employment. Notes: • Please note that it is the responsibility of the applicant to ensure that all applications are received on time.

Any technical difficulties encountered by the sender when submitting applications are not the responsibility of the City of Dublin ETB. Therefore, candidates are strongly advised to submit applications well before the 12 noon deadline on the specified closing date. • Your application will be assessed on the information you submit. Please ensure all sections are completed fully and accurately, giving clear evidence of qualifications, skills and experience. Incomplete applications may not be considered. • City of Dublin ETB may contact the named referees and/or employers for a reference should you be called to interview. • Selection will be by the way of a competitive interview which will focus on the key skills and duties of the role and the competencies associated with roles at this level.

Completed online applications should be submitted no later than: 12 noon on Monday 18th March 2024

Late applications will not be accepted. Shortlisting may take place.

Canvassing will disqualify.

City of Dublin Education and Training Board is an equal opportunities employer.

Please see information guide for further details.