UHWM Finance Officer

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The position of Grade V, Finance Officer encompasses both managerial and administrative responsibilities which include the following:

Financial

• Contribute to the implementation of University Hospital Waterford business plan objectives and contribute to the development of service plans for own area of responsibility.
• Ensure the efficient day-to-day administration of area of responsibility.
• Ensure deadlines are met and that service levels are maintained in accordance with agreed plans.
• Ensure policies and procedures are well documented, understood and adhered to.
• Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority.
• To supervise administrative staff on duties associated with departmental objectives.
• Ensure line management is kept informed of issues.
• Ensure that stakeholders are kept informed and that their views are communicated to middle management.
• Maximise the use of technology in ensuring work is completed to a high standard.
• Provision of Administrative Support to other team members as assigned.
• Using the iFMS system to identify invoices that have not hit the system and which have not been GRN’d.
• Reconciling supplier statements and supplier set up
• Using iFMS and identifying GRN’s for which no invoice has yet been received, following up with the Supplier and identifying with Supplies why the GRN was completed to establish why it is still live or does it need to be reversed
• Matching invoices to the Agency spreadsheet
• Entering direct invoices on iFMS
• Running reports and using excel to summarise VIM listings and monitoring VIM trends
• Analysis costs pay and non-pay that have hit the expenditure of the hospital to assist with identifying what the cost drivers are.
• Assist the management accounts team in monitoring aspects of expenditure e.g. pay and non pay.
• Support managers in identifying key drivers of spend to help reduce costs and promoting a culture of cost improve and value for money.
• Assist with PQ and FOI queries
• Various other ad hoc queries that arise daily

Human Resources / Supervision of Staff

• Supervise and enable other team members to carry out their responsibilities, ensuring appropriate delegation of responsibility and authority.
• Review the conduct and completion of assignments of staff in accordance with the operational plan and expected quality standards.
• Keep in touch with workloads of staff members to gauge levels of wellbeing and morale in the team.
• Manage the performance of staff, dealing with underperformance in a timely and constructive manner.
• Engage in the HSE performance achievement process in conjunction with your line Manager and staff as appropriate
• Conduct regular staff meetings to keep staff informed and to hear views.
• Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships with other teams and disciplines.
• Solve problems and ensure decisions are in line with local and national agreements.
• Identify and agree training and development needs of team and design plan to meet needs.
• Pursue and promote continuous professional development in order to develop leadership and management expertise and professional knowledge.

Service Delivery and Service Improvement

• Promote and participate in the implementation and management of change.
• Proactively identify inequities / inefficiencies in service administration and implement solutions to improve service delivery, in line with legislation and benchmarking against best practice structures.
• Maintain a good understanding of internal and external factors that can affect service delivery including awareness of local and national issues that impact on own area of work.
• Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes.
• Encourage and support staff through change processes.

Standards, Regulations, Policies, Procedures & Legislation

• Contribute to the development of policies and procedures and ensure consistent adherence to procedures and current standards within area of responsibility
• Effectively discharge the day-to-day operations, including compliance with HSE Financial regulations and all HSE policies and procedures
• Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure standards are met by own team
• Maintain own knowledge of relevant regulations and legislation e.g. HSE Financial Regulations, Health & Safety legislation, Employment legislation, FOI Acts, GDPR
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other 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
• 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.