RCSI Hospital Group HQ

GVII - Business Analyst Procurement Compliance

Job Locations RCSI Hospital Group
Posted Date 2 weeks ago(12/01/2022 12:34)
Job ID
2022-1571
# of Openings
1
Category
Management & Administrative
Closing Date
28/01/2022

Overview

To enhance procure-to-pay compliance capacity within RCSI Hospitals, including specifically with respect to making improvements in advance of, and during preparation for, the deployment of the Integrated Financial Management System (IFMS).

 

The IFMS Project is a project within the HSE’s Finance Reform Programme. It is intended to introduce a modern finance and procurement system for the health sector. The project will equip the HSE with modern technology, standard finance and procurement processes, and a new operating model based on shared services. The successful candidate will support RCSI Hospitals in preparing for the deployment of IFMS.

 

The successful candidate will report to the Finance Function of RCSI Hospitals. Additionally, the successful candidate will be required to liaise closely with Beaumont Hospital’s Grade VII Senior Procurement Officer in order to identify opportunities for improved compliance across the constituent Hospitals of the RCSI Hospitals Group.

Organisational Context

The RCSI Hospital Group includes the following hospitals 

  • Beaumont Hospital, Dublin 9
  • Cavan General Hospital, Cavan
  • Connolly Hospital, Blanchardstown, Dublin 15
  • Louth County Hospital, Dundalk,
  • Monaghan General Hospital, Monaghan
  • Our Lady of Lourdes Hospital, Drogheda
  • Rotunda Hospital, Dublin 15 

The Academic Partner for the Group is the RCSI

 

RCSI Hospital Group provides a national service and a regional service to Dublin and the North East and is committed to the provision of world-class care, exceptional clinical services with respect and compassion.

Key Responsibilities

Operational

 

The responsibilities of the successful candidate shall include, but shall not be limited to, the following:

 

  • To support the deployment / change effort relating to IFMS by being a core full-time member of the RCSI Hospitals IFMS Local Implementation team for the c. 10-12 month duration of the local deployment. The full-time nature of the role on the IFMS Local Implementation Team may be varied by written agreement in advance between RCSI Hospitals and the IFMS Programme.
  • Under the guidance of the central National Finance Division Procurement Compliance Team, to provide additional local capacity to engage in procurement planning, ongoing monitoring and the assessment and enhancement of compliance with current public procurement sourcing and contracting requirements, including the regular 40/02 exercise.
  • To monitor, improve and support enhanced compliance with the operation of best practice controls and processes related to purchase requisitioning, purchase ordering and goods receipting across all constituent hospitals of RCSI Hospitals.
  • To support data capture, analysis, reporting and forecasting in relation to procure-to-pay for RCSI Hospitals.
  • To interact with purchasing, supplies and procurement staff across RCSI Hospitals in order to attain a full understanding of the different procure-to-pay models currently in force within the RCSI Hospitals Group.
  • To review current expenditure and identify opportunities for the aggregation of purchasing arrangements across the constituent hospitals of RCSI Hospitals.
  • To make recommendations regarding the optimum procurement strategy to be adopted in particular instances, with a view to leveraging efficiencies, embedding savings, attaining security of supply and minimising the administrative burden associated with repeat approaches to the market (i.e., by recommending the implementation of multi-party framework agreements, dynamic purchasing systems or call-off contracts).
  • To correctly identify and classify expenditure that does not fall under the remit of the procurement regulations (i.e., ‘derogations from competition,’ such as situations in which competition is absent for proprietary or technical reasons).
  • To review existing safeguards regarding the integrity of the procure-to-pay cycle across RCSI Hospitals (e.g., the separation of duties, controls regarding the introduction of new products, adherence to approval limits, tendering thresholds, the requisitioning process, etc.)
  • To develop process maps of the various operational purchasing pathways in force across constituent hospitals of the RCSI Hospitals Group and to suggest a consolidated, optimised procure-to-pay model that is compatible with the IFMS Programme.
  • To optimise the extent to which RCSI Hospitals makes use of existing centralised purchasing mechanisms (i.e., HSE contracts or framework agreements) and, in the event that operational requirements cannot be met by these centralised purchasing mechanisms, to make recommendations for independent tendering competitions to be conducted by, or on behalf of, RCSI Hospitals.
  • To identify forthcoming or recurrent procurement needs across the RCSI Hospitals Group and to assemble material to be used for the drafting of a group-wide Corporate Procurement Plan (with the final plan to be developed in conjunction with Beaumont Hospital’s Procurement Function).
  • To liaise closely with Beaumont Hospital’s Grade VII Senior Procurement Officer to ensure that any requirements for independent tendering competitions on behalf of RCSI Hospitals are appropriately communicated, planned and resourced.
  • To interact with end-users and internal stakeholders throughout RCSI Hospitals to ensure that any material necessary for the conduct of public tendering competitions is prepared correctly and in good time (e.g., technical specification documents and completed evaluation documents).
  • To respond to all requests from senior management regarding information in respect of compliance levels and purchasing arrangements, to include the production and presentation of appropriately-detailed reports as necessary.
  • To collate and maintain an appropriately-detailed Contract Register, which will record data regarding all contracts entered into by RCSI Hospitals, to include commencement and termination dates, anticipated expenditure, details of each successful contractor and all other relevant material.
  • To ensure that the engagement of any third-party suppliers or service providers by RCSI Hospitals is governed by appropriate and sufficiently rigorous terms and conditions of contract (draft versions of which will be provided by Beaumont Hospital’s Procurement Function, as necessary).
  • To perform all other related duties as may be deemed necessary from time-to-time.

Learning and Education

 

  • Take personal responsibility for own professional development and keep up to date with evidence based practice and research.
  • Attend and participate in relevant staff development programmes on an ongoing basis and sharing knowledge with other staff members.
  • Assist in the training of colleagues where required.
  • Identify and inform the Learning and Education Team of any training and professional development requirements.
  • Attend all mandatory training days and ensure that all mandatary training is in date.
  • Comply with all HR system and policy requirements.

Quality Improvement and Risk Management

 

  • Ensure compliance with all relevant HSE guidelines, policies, procedures and relevant legislation and regulatory requirements.
  • Participate in the continuous review and evaluation of policies, guidelines and existing practices through regular audit programmes and review engaging with the multi-disciplinary team where required.
  • Assist in promoting a culture of continuous quality improvement across the organisation. 
  • Be aware of the core objectives, standards and key performance indicators for the service and contribute to the monitoring of performance against these standards.
  • Participate in the requirements of the organisation’s risk management programme.
  • Promote the delivery of a high standard of care to all patients. 
  • Work with members of the team in devising Standard Operating Procedures for the development of the Department/Organisation.
  • Assist in ensuring a culture of safety, promoting positive reporting of incidents and near misses; investigate and take remedial action on incidents or near misses involving patients and staff according to organisation’s policies, protocols and guidelines.

Essential Criteria

Candidates must have at the latest date of application:

  • The successful candidate will possess a relevant third-level qualification in procurement, project management or finance, OR will have considerable professional expertise working in the field of procurement, project management or finance

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.

 

Age

Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004).  A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

 

Other Requirements Specific to the post;

  •  Access to own transport as post will involve travel to hospitals throughout the country. Flexibility will be required around working hours to meet service need. 

Skills & Competencies

Technical & Professional Expertise

Has a command over the technical/professional skills and knowledge required within the job holder’s role and continues to upskill to maintain high professional standards and continuous professional development requirements.

 

Attention to Detail

Is thorough and precise when accomplishing a task showing concern for all aspects of the job; developing detailed plans; accurately checking processes and tasks.

 

Problem Solving & Decision Making

Identifies and solves problems by understanding the situation, seeking additional information, developing and weighing alternatives, and choosing the most appropriate course of action given the circumstances.

 

Commitment to Quality & Risk Management

The ability to focus on understanding stakeholder’s needs and expectations and to respond effectively and efficiently to them. Has a good knowledge of and is committed to offer a quality service through the achievement of goals, accreditation standards, other organisation/department standards and risk management frameworks and guidelines.

 

Results Driven & Accountable

Focuses on delivering results; always concerned with achieving or surpassing goals and/or recognised standards of performance.

 

Communication & Interpersonal Skills

Speaks and writes clearly, fluently and effectively to both individuals and groups; communicates in a manner that will persuade, convince and influence others, in order to motivate, inspire or encourage them to follow a particular course of action.

 

This Job Description is intended as a basic guide to the scope and responsibilities of the position and is subject to regular review and amendment. The role holder will be required to be flexible in this position and is expected to facilitate working additional hours on occasion, when requested.

 

The RCSI Hospital Group is an Equal Opportunities Employer.

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