Staff Officer

Qualifications & Experience A candidate must have, on the latest date for receipt of applications for the post: (i) Have a minimum of 2 years’ experience in a Finance-oriented job (ii) Have previous experience of dealing with members of the public (iii) Ability to work under pressure and to deadlines (iv) Have good organisational and administration skills (v) Good communication / interpersonal skills (vi) Good I.T. skills including a sound working knowledge of Microsoft Word and Excel. (vii) Ability to work as part of a team (viii) Excellent numerical skills

Desirable Criteria: (i) Have a minimum of 3 years’ experience in Payroll (ii) Knowledge of Megapay Payroll systems

Note: If being processed for appointment, original documentation will be sought for: (i) All qualification requirements for the post. (ii) Any additional qualification(s) that you may be awarded marks for at interview.

In the event that a number of years experience is required for a post, you will be requested to: (i) Provide documentary evidence that you possess same.

Character A candidate for and any person holding the office must be of good character.

Health A candidate for and any person holding the post must be fully competent and capable of undertaking the duties attached to the post and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. For the purpose of satisfying the requirements as to health, the successful candidate, before being appointed, shall undergo a pre placement health assessment. This assessment will be provided by the Hospital. Main Duties & Responsibilities

• Responsible for the preparation, processing and completion of payroll to deadlines, associated reports and records for SIVUH staff members.
• Create Timesheet to Nursing Admin in MS Excel Format.
• Before new timesheet file is submitted to Nursing Administration, update with any changes supplied by Nursing Admin / HR e.g. reduction / increase in fixed hours, changes of grade.
• Create and send Portering Timesheet to Portering Dept in MS Excel Format.
• Prior to import of Portering Timesheet to Payroll, file to be reviewed for numerical errors. Apply updates to employee payroll files.\
• Process Overtime Claims and input to Payroll.
• Import Social Welfare Adjustments file.
• Process manual adjustments to employee Megapay Payroll files & timesheets to include:
• Assimilation to new grades (Temporary & Permanent)
• Adjustments for sick leave, unpaid & half pay.
• Adjustments for Maternity, Paternity, Parents & Parental Leave.
• Locum claims, ad hoc timesheets and all other payroll payments.
• Create Net Pay Comparison report and review net payments against previous payrolls.
• Provide payroll and pension cover for other team members during periods of leave
• Implement relevant Department of Health Circulars and Regulations referring to Salary Scales and Allowances, Incremental Credit as appropriate i.e. National Pay awards
• Communicating with employees on pay issues.
• Complete and Record Pension Registration, Termination and Refund Forms for all staff
• Advise staff on Pension Benefits.
• Assist with the administration of all the occupational pension schemes
• Attend mandatory training and any other recommended training.
• To participate in audits (internal and external) and reviews as appropriate.
• Work co-operatively within a group and across Departments and services to achieve goals.
• Foster a collegiate environment.
• Demonstrate an ability to lead, encourage, inspire and support others to deliver on priorities
• Possess the ability to understand how individuals, at all levels, operate and how best to use that understanding to achieve objectives in the most efficient and effective way.
• Have the ability to understand and be tolerant of differing needs and viewpoints.
• To work in a manner with due care and attention to safety of self, patients, staff and other persons in the workplace with reference to the Health, Safety at Work Act 2005.
• To report immediately to Line Managers/ nominated persons, any accidents or incidents involving patients, staff and/ or members of the public in line with hospital policy.
• To comply and be familiar with all hospital policies and procedures and in particular those relating to safety, health and Welfare, Infection Control, Hygiene, Risk Management and Decontamination.
• To perform other such duties appropriate to the post, as may be assigned by the Section Officer, Hospital Accountant, Chief Finance Officer, the Chief Executive or other designated person.

Note: The rate and pace of change in the health service is such that the post holder will be required to update their knowledge and skills to fit the changing requirements of the service. Therefore this job description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs as required. The post holder will be required to be flexible in this position and must be prepared to undertake any other duties as may be assigned by the Head of Department/Line Manager dependent on service needs. Such duties can be outside the area of one’s normal work and may be for other associated Departments as the Hospital may require. Particulars of the Post 1. Remuneration Salary Scale: Clerical Grade V Salary Scale: €49,210 - €58,868 per annum pro-rata. Salary payment frequency may be fortnightly or monthly, where applicable. Incremental credit may be granted in respect of recognised experience. Recognisable experience refers to “previous service in a similar grade in the Civil Service, Local Authority Service, Health Service and other public service bodies or agencies, in Ireland or abroad”. New employees wishing to claim incremental credit for previous employment/s must submit a Salary Confirmation form within the first year of their employment to the Wages & Salaries Department, SI-VUH, otherwise the Hospital will not be liable for retrospective payments. New employees experiencing difficulty with a previous employer in obtaining any documentation in this regard should notify the Wages & Salaries Department as soon as possible within the first year of employment. 2. The post is temporary, full-time and pensionable. 3. Annual Leave Annual leave and public holidays are granted in accordance with the provisions of the Organisation of Working Time Act, 1997 and in conjunction with Hospital policy and in compliance with national circulars governing leave. Public holidays are dealt with in accordance with the provisions of the Organisation of Working Time Act, 1997 as reflected in the Annual Leave and Public Holiday policy. The annual leave entitlement is: Clerical (Grade V) - 30 days per annum pro-rata / Assistant Staff Officer (Grade IV) – 28 days per annum pro-rata. 4. Working Hours 35 hours per week. Flexibility in consideration of service needs is required.You will be required to work the agreed roster/ on call arrangements advised to you by the Board. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over seven days to meet the requirements for extended day services as may be introduced by the hospital. 5. Superannuation There are various Superannuation Schemes in operation. You will be a member of the scheme relevant to you based on your entry date to the public service and previous service if any. You will be issued with the relevant superannuation information directly from the Superannuation Section, Wages & Salaries Department in due course. 6. Performance Monitoring Performance and conduct of the person appointed to this role will be monitored on an ongoing basis to determine their suitability for continued employment in this role. Substantive post-holders, appointed to a temporary position, are also subject to performance management and any issues that may arise will be dealt with under the Hospital’s disciplinary procedure. Termination of this appointment within or at the end of the contract for the role will be at the discretion of the South Infirmary-Victoria University Hospital. 7. Notice When resigning, the post holder is required to give four week’s notice in writing prior to resigning the post, or in default, to forfeit one month’s amount of salary, to be deducted as liquidated damages from any remuneration due at the time of such resignation 8. Healthcare Insurance VHI / LAYA Healthcare Insurance details are available on the Intranet Human Resources page / HR General. Salary deduction for healthcare insurance can be facilitated for long term temporary (12 months or longer) or permanent employees only. 9. Confidentiality In the course of his/her employment, the person appointed may have access to, or hear information concerning the medical or personal affairs of patients and/or staff, or other health service business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty. In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody / destroyed in accordance with policy, when no longer required. 10. Safety, Health and Welfare at Work The South Infirmary-Victoria University Hospital is committed to ensuring the safety, health and welfare of all employees. In line with the Safety, Health and Welfare at Work Act, 2005, a Safety Statement is provided by the Hospital and all staff must comply with Hospital safety regulations. The post holder has personal responsibility for Health and Safety in the workplace. 11. Hospital Policies & Procedures (PPPGs) Details of the Hospital’s policies and procedures, including the Grievance and Disciplinary Procedure will be issued to the post holder upon commencement of employment. All hospital policies and procedures are available on the intranet (hard copy can be accessed via the hospital library) and employees are obliged to read and familiarise themselves and adhere to same at all times. All new employees must complete satisfactory probation/performance monitoring period maximum 9 months prior to being eligible for any benefits under the hospital’s sick pay scheme. 12. Personal and Hospital Property Management does not accept responsibility for property lost, stolen or damaged on hospital premises, whether by fire, theft or otherwise. The right to search your person and/or property (including your motor vehicle) while on or departing from the premises is reserved by Management. Where you are found to be in unauthorised possession of articles which are the property of the hospital, the property of an employee, a patient, a visitor, a contractor or a client of the hospital, you may be liable to sanction up to and including dismissal and may also be prosecuted. A witness, i.e. union representative/colleague (whoever is available) may be present during any such search. Please note CCTV is in operation throughout the hospital. 13. Garda Vetting Garda Vetting is sought for all South Infirmary-Victoria University Hospital employees, who may have significant interaction with children and/or vulnerable adults in the course of their duties, either while in the Hospital or in the community. This is done for the protection of these vulnerable groups. Garda Vetting will be sought for the successful candidate(s). Candidates must comply fully with this process. Failure to comply with this process or to provide false or misleading information will result in exclusion from the recruitment process