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Grade IV – National Purchase Order Unit/ Finance Compliance Unit/Cash Allowances

Brunel Building, Heuston South Quarter, Saint John's Road West, Kilmainham, Dublin 8, Ireland
 Salary:  See Description for Details
Other   Permanent
Closing Date: 01/11/2021 Closing Time: 12:00
Recruitment start: 07/10/2021

 

Job Summary

The Child and Family Agency was established on 1st January 2014 and is responsible for a range of statutory functions including provision of child protection, alternative care, specified regulatory services and a range of family support services.  The Agency has commenced a major improvement programme with significant focus on Practice, Culture and Structure.

 

The Agency currently has responsibility for a budget in excess of €800m and delivers its services through circa 5,000 people in 350 locations across the Country.

 

The Child and Family Agency has responsibility for the following range of services:

  • Child Protection and Welfare
  • Family Support
  • Alternative Care
  • Adoption
  • Tusla Education Support Services (TESS)
  • Domestic Sexual and General Based Violence (DSGBV)
  • Children’s Service Regulation
  • Counselling and Therapeutic Supports

 

Further information is available on www.tusla.ie

 

Grade IV will carry out the functions required within the National Purchase Order Unit, Brunel Building, Heuston South Quarter, Dublin 8 and/or Tusla Financial Compliance Unit, Finance Directorate, Brunel Building, Heuston South Quarter, Dublin 8 and or Cash Allowance Unit, Finance Directorate, Maudlins Hall, Naas, Co Kildare.

 

The National Purchase Order Unit will have responsibility for ensuring that, following procurement of goods/service by each Tusla area, the purchasing process together with the management of Invoices will operate in a standardised manner, fully adherent and compliant with Tusla Financial Regulations. 

 

The Tusla Financial Compliance Unit will oversee the governance arrangements and financial compliance requirements of all Grant Funded Agencies which are funded by Tusla.

 

The Tusla Cash Allowance Unit is responsible for financial management of all cash allowance payments and ensures all relevant staff adhere to Tusla Cash Allowance Payments Policy and processes.

 

Experience and knowledge of SAP Financials is essential to posts to facilitate the efficient and effective delivery of these functions. 

Job Objectives

Main Duties and Responsibilities

Finance Admin Support – National Purchase Order Unit 

  • Finance accounting administrative support in the efficient and effective operation of Purchase to Pay process within Tusla. 
  • Assist with the co-ordination and management of summary billing received from recruitment agency providers engaged by Tusla to ensure smooth operation of payments.
  • Following confirmation from Tusla Area/ Budget Holder that procurement of goods/service has been completed, comply with Request to create purchase orders for issue to supplier in order that goods/service is purchased and delivered. 
  • Recording and updating good receipted data on SAP following confirmation of delivery from of Tusla Area/ Budget Holder. 
  • Construct effective communication with Suppliers to ensure high standard and prompt payment adherent to payment terms agreed of Invoices received by Tusla. 
  • Promote the electronic processing of all Tusla Invoices on SAP Financials. 
  • Assist with the elimination of Invoices being processed manually via Account Payable within HSE HBS Accounts Payable. 
  • Have a good level of proficiency of Microsoft Office with excellent skills in Excel (including Pivot tables, VLOOKUP etc.) 
  • Maintain confidentiality of documents received within Finance. 
  • Ensure that archives and records are accurate and readily available. 
  • Assist National Finance Team in all aspects of the administration of their duties to ensure compliance with Financial Regulations and Prompt Payment legislation and co-operation with C & AG and Internal Audit. 
  • Support the preparation and issuing of office documentation (correspondence, reports etc.) to the highest possible standard. 
  • Organise and attend meetings as required. 
  • Take minutes at meetings and prepare for circulation following meeting. 
  • Use appropriate technology to ensure work is completed to a high standard. 
  • Other duties as determined by General Manager, Financial Accountant. 

Finance Admin Support – National Finance and Compliance Unit 

  • Assist with the Issuing and logging of receipt of Annual Compliance Statements to all Tusla funded Agencies. 
  • Logging and maintenance of database of all Service Level Agreements (SLA) received from Tusla funded Agencies. 
  • Escalation and highlighting any areas of non-compliance to line Manager. 
  • Maintenance and updating of Tusla Funded Agencies Database. 
  • Vendor Management, liaising with Health Business Services (HBS) in updating new additions to the Funded Agencies vendor database and in amending vendor details as required. Assisting with approving new vendor set up’s. 
  • Preform reconciliations from the Funded Agencies records to Tusla records. 
  • Work Closely with Operational Staff in the Commissioning Unit Department within Tusla. 
  • Verification of Tax Clearance Certificates status for all Funded Agencies prior to the issuing of payments. 
  • Assist with the preparation and generation of reports as required by the National Finance and Compliance Unit Team and the Board of Tusla. 
  • Have a good level of proficiency of Microsoft Office with excellent skills in Excel (including Pivot tables, VLOOKUP etc.) 
  • Maintain confidentiality of documents received within Finance. 
  • Ensure that archives and records are accurate and readily available. 
  • Assist National Finance and Compliance Unit Team in all aspects of the administration of their duties to include co-operation with C & AG and Internal Audit. 
  • Support the preparation and issuing of office documentation (correspondence, reports etc.) to the highest possible standard 
  • Organise and attend meetings as required 
  • Take minutes at meetings and prepare for circulation following meeting 
  • Use appropriate technology to ensure work is completed to a high standard 
  • Other duties as determined by General Manager, Financial Accountant 

Administration – National Cash Allowances Payments

  • Assist with Management and oversight of Tusla Cash Allowance Payments Process to ensure compliance.
  • Monthly Debtors Reporting
  • Assist with Development and introduction of new financial regulation and national procedures to govern processing cash allowance payments.
  • Assist with Preparation of submissions with regard to proposed changes to tax, or overpayments legislation
  • Training of new cash allowance payment processors
  • Provision of information and support to stakeholders
  • Review of cash allowance payments policy
  • Support to policy directorate If needed when revising policies linked to cash allowance payments
  • Assisting project team with development and introduction of new foster care payment system(s)
  • Take minutes at meetings and prepare for circulation following meeting.
  • Use appropriate technology to ensure work is completed to a high standard.
  • Ad hoc duties as assigned by Grade VIII Cash Allowance Payments Manager

 

Customer Service

  • Promote and maintain a customer focused environment including monitoring efficiency of services.
  • Ensure that all stakeholders are treated with dignity and respect.
  • Act on feedback from stakeholders/suppliers and report same to line manager.

 

Health & Safety

  • Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards.
  • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role.
  • To 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 Description 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. 

Please refer to the Candidate Information pack attached to this campaign for full and further detail.

Skills Required

Applicants must by the closing date of application have the following:

  • Be currently in direct employment with Tusla – Child and Family Agency, the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38/39 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013.

 

  • Have at least one year’s experience in a designated office within the Services working with SAP Financials.

 

  • Have a good level of proficiency of Microsoft Office with excellent skills in Excel (including Pivot tables, VLOOKUP etc.).

 

  • Possess sufficient administrative capacity to discharge the functions of the grade/post.

Health

A candidate 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.

 

Character

Each candidate for and any person holding the office must be of good character



 
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