EXTENSION TO CLOSING DATE
Business Manager
Clinical Strategy & Programmes
Job Specification & Terms and Conditions
Campaign Reference
Business Manager – Clinical Strategy & Programmes Division
(General Manager - Grade Code: 0041)
NRS03282
Closing Date
Wednesday 20th January 2016 at 12 noon
Proposed
Interview
Date (s)
Taking
up
Appointment
Organisational Area
February 2016
Location of Post
CSPD offices Stewarts Hospital – Palmerstown, Dublin 20.
Attendance arrangements: This is a full time position although a degree of flexibility will be
required.
Margaret Young, EA to Tim Carey, Assistant National Director, CSPD – 6352048
margaret.young@hse.ie
Job Title and Grade
Informal Enquiries
Details of Service
A start date will be indicated at job offer stage
Clinical Strategy & Programmes Division (CSPD)
The development of Integrated Care is a major element of Health and Social Care reform
in Ireland. To this end, the Clinical Strategy Programmes Division (CSPD) is positioned as
the Clinical Design Authority with responsibility for directing that the changes implemented
by the five operating Divisions are consistent with models of Integrated Care. The CSPD
is forming five Integrated Care Programmes (ICP’s) to support a fundamental requirement
of Future Health, to deliver better, more integrated and responsive services to people in
the most appropriate setting. The first phase of National Clinical Programmes has been
based around developing excellence in individual specialties, specific diseases and stages
of care. The Integrated Care Programmes represent the next stage and will be addressing
where these individual programmes need to be integrated, to provide a more effective endto-end patient journey, particularly where patient needs are complex and involve multiple
encounters delivered across a range of providers.
Clinical Strategy & Programmes Division – Vision and Benefits
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Reporting
Relationship
The post holder will report directly to the Assistant National Director, Clinical Strategy &
Programmes Division.
A close working relationship with colleagues in Finance, Procurement, H.R, HBS and with
the National Director, Clinical Strategy and Programmes is essential to ensure effective
business management of the Clinical Strategy and Programmes Division.
Direct reports: Administrative staff of the Business Management function of the Clinical
Strategy & Programmes Division.
Purpose of the Post
The Business Manager - Clinical Strategy & Programmes Division will executively lead and
manage the business functions of this Division. As a key member of the Clinical Strategy
and Programmes divisions team your principal responsibilities will be in the following core
function areas:
Business Management Function Overview:
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Responsible for key finance, human resources and procurement processes and
systems as per (but not limited to) the detailed sections below to ensure
compliance with National HSE policies and standards.
Provide to the division and programmes advice on financial, human resource and
procurement regulations and HSE policies, standards and processes.
Build and maintain collaborative working relationships and working arrangements
with finance, procurement, H.R and HBS functions to meet both parties’
operational needs.
Liaise with all key stakeholders to plan, manage and maintain accurate financial
data for the division, portfolio of programmes & programmes.
Manage the various suppliers/service providers that are currently being used by
the division and which may be used in future as required.
Responsible for the Operations management of the business function of the
Clinical Strategy and programmes division.
Responsible for the facilities and Information technology systems management of
the division.
Responsible for managing the division’s business legislation and ethics
compliance management and reporting requirements.
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Principal Duties and
Responsibilities
Finance
 Develop, maintain and communicate set of financial processes, procedures and
systems, in compliance with HSE standards, policies and procedures to be used
within CSP.
 Plan, monitor and manage the division’s budgets and actual expenditure at an
individual programme, portfolio and division level to ensure the division manages it
finances on a balanced budget basis.
 Support the CSP Senior Management team, CSP finance committee, key
stakeholders and programme teams to oversee the division’s finances. Compile
and present key financial reports and financial information relating to budgets
versus actual and forecasted expenditures for the division as required.
 Liaise with and arrange for the CSP the necessary information to support the
payroll process and function in compliance with the HSE payroll management
system, policies and processes.
 Be responsible for the management of invoicing & accruals in compliance with
HSE non pay and financial management systems, policies and procedures.
 Arrange for payments (allocations) to be made in compliance with HSE approvals
and payment management systems, policies and procedures.
 Be a point of contact for the division and programmes for advice on financial
regulations, HSE financial standards and processes and HSE finance systems.
 Build and maintain excellent collaborative working relationships and arrangements
with the HSE’s finance division. Be the division’s point of contact with the finance
division in relation to all operational finance matters.
Human Resources
 Develop, maintain and communicate HR processes and procedures, to be used
within CSPD.
 In partnership with Corporate H.R develop and manage HR related processes , in
line with HSE standards, policies and procedures such as records/ document
management, annual leave, induction, discipline and grievance, change in
circumstances, exit procedure, and other HR policies and procedures as required
by the division.
 Support the office of the national director where required in the development and
management of the performance management system
 Be a point of contact for the division and programmes for advice on HR regulations
HSE HR systems, polices, procedures and forms.
 Manage the divisions HR reporting requirements.
 Oversee performance management and performance reporting systems for the
office.
Procurement & Supplier/ Service Provider Management
 Develop, maintain and communicate set of procurement processes and
procedures, in line with HSE standards, policies and procedure to be used within
CSPD and the Clinical Programmes.
 Ensure that all procurements go through an approved process with appropriate
governance, separation of powers and in compliance with HSE policies and
procedures.
 Support procurement to evaluate and select suppliers/service providers for the
division with input and guidance from required CSPD team members.
 Manage contractual relationship with Strategic Partners and selected
suppliers/service providers.
 Establish service level agreement with Strategic Partners and suppliers/service
providers, manage contracts, and handle payments.
 Be a point of contact for the division and programmes for advice on procurement
regulations, HSE procurement standards, policies, processes, HSE procurement
systems and Framework agreements.
Facilities and Information Technology systems
 Manage the processes for new I.T requirements to support the operations of the
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CSP division in terms of acquisition of new hardware and new software systems.
Manage the CSP divisions facilities; act as the divisions key liaison with corporate
facilities and estates, manage the facilities fit out, requisition requests and facility
operations issues.
Ethics and Compliance
 Manage the Division’s Ethics and compliance process
 Manage and co-ordinate the Divisions ethics and compliance reporting
requirements
 Manage the Divisions Freedom of Information requests in line with HSE policies,
procedures and systems. Act as the Divisions key co-ordinator for input into other
divisions Corporate FOI requests that have a relevance to this Division.
Business Management Operations Management
 Plan and manage the operations of the business management functions of the
Clinical Strategy & Programmes division.
 Develop and manage systems, structures and processes for the office to enable
and support the effective and efficient operations of the division and the
programmes in accordance with the governing Financial and Procurement
legislation.
 Develop, manage and communicate to all programmes a requisition to payment
process that ensures separation of duties/powers and compliance with the
governing HSE Financial and Procurement legislation
 Ensure the administration structures and processes are in place to support the
staff and functions required.
 Plan and organise the divisions finance and procurement support requirements
and liaise with HBS and other corporate support functions to enable them to
provide the support services required by the division in a timely manner.
 Develop good working relationships with the National Clinical Leads, programme
managers, HSE divisions and key stakeholders.
 Maintain confidentiality and a high level of professionalism.
 Support the CSP team to plan, measure and record its performance in line with the
HSE corporate reporting requirements. Assist in the identification and
development of Key Performance Indicators with action plans to address KPIs.
 Manage the division’s corporate reporting requirements.
 Contribute to the on-going development and improvement of the operations of the
Division.
 Lead and/or support specific projects on behalf of the Division.
Annual Service Plan and estimates
 Support the Assistant National Director and the divisions in relation to ensuring the
provision of national strategic and costing input to the yearly national service
planning process for existing level of service and potential new programmes or
additional programmes of work for each current programme.
Reform Programme
 Work with the National Director and CSP Senior Management Team to improve
capacity within the Division for issue identification, national policy prioritisation, risk
assessment and future planning.
 Engage as required with and support the System Reform Group in relation to the
reform of the National Clinical Programmes and its progression to a Clinical
Design Authority and key change management initiatives being undertaken to
improve health service delivery.
 Assist in the development of an organisational culture that places the patient at the
centre, values people, their skills, ideas and contribution and genuinely seeks to
empower individuals.
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Have a working knowledge of the Health Information and Quality Authority (HIQA)
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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 as appropriate to the role.
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To support, promote and actively participate in sustainable energy, water and
waste initiatives to create a more sustainable, low carbon and efficient health
service.
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To act as spokesperson for the Organisation as required
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Demonstrate pro-active commitment to all communications with internal and
external stakeholders
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.
The reform programme outlined for the Health Services may impact on this role and
as structures change the job description may be reviewed.
Eligibility Criteria
Qualifications and/ or
experience
Applicants must demonstrate all of the criteria listed below:
 Significant experience in a large complex healthcare organisation developing and
managing business systems, standards and policies.
 Experience of working with public service financial and procurement legislation.
 Experience of financial management and reporting at a Senior Management level.
 Experience of managing and working collaboratively with multiple internal and
external stakeholders and disciplines in a large complex environment.
 Have the requisite knowledge and ability (including a high standard of suitability
and management ability) for the proper discharge of the duties of the office.
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.
Post
Specific
Requirements
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.
 Access to own transport as the post may involve travel to other locations.
 A flexible approach to working hours is required in order to ensure deadlines are
met.
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Skills, competencies
and/or knowledge
Professional Knowledge & Experience
Demonstrates:
 A track record of delivering effective and efficient business management systems
and services.
 An awareness and understanding of the role of CSPD, National Clinical
Programmes and of the development of Integrated Care.
 A working knowledge of relevant IT systems in particular MS Excel and document
management systems.
 An awareness and appreciation of the needs of health service users.
 An awareness of public service financial/budgeting systems.
Managing and Delivering Results
Demonstrates:
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Evidence of effective planning and organising skills.
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A proven ability to prioritise, organise and schedule a wide variety of tasks and to
manage competing demands and tight deadlines while consistently maintaining
high standards and positive working relationships.
Strong evidence of excellent financial planning and expenditure management
A capacity to operate successfully in a challenging environment while adhering to
various standards.
A core belief in and passion for the sustainable delivery of high quality service user
focused services.
A capacity to negotiate and then ensure delivery on stretched objectives.
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Critical Analysis and Decision Making
Demonstrates:
 Effective problem solving, analytical and decision making skills.
 The ability to consider the range of options available, involve other parties at the
appropriate time and level, to make balanced and timely decisions.
Leadership and Direction
Demonstrates:
 Effective leadership in a challenging and busy environment including a track record
of innovation / improvements.
 Capacity to lead, organise and motivate
teams to the confident delivery of
excellent services and service outcomes.
 The capacity for management responsibility and demonstration of initiative,
including decision making.
Building and Maintaining Relationships - Communication
Demonstrates:
 Excellent interpersonal and communications skills to facilitate work with a wide
range of individuals and groups.
 A track record of building and maintaining key internal and external relationships in
achieving organisational goals.
 The ability to lead, direct and influence multiple stakeholders and ensure buy-in to
plans and their implementation.
 An ability to influence and negotiate effectively in furthering the objectives of the
role.
 Team building and management skills including the ability to work
collaboratively with multi-disciplinary / multi-sectoral team members.
 A vision in relation to what work changes are required to achieve
immediate and long term organisational objectives
 Effective conflict management skills
Personal Commitment and Motivation:
 Be driven by a value system compatible with the aims and ethos of the HSE.
 Demonstrate a core belief in and passion for the sustainable delivery of high
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quality service-user focused services.
Be capable of coping with competing demands without a diminution in
performance.
A ranking and or shortlisting exercise may be carried out on the basis of information
supplied in your application form. The criteria for ranking and or shortlisting are based on
the requirements of the post as outlined in the eligibility criteria and skills, competencies
and/or knowledge section of this job specification. Therefore it is very important that you
think about your experience in light of those requirements.
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Campaign Specific
Selection Process
Ranking/Shortlisting /
Interview
Failure to include information regarding these requirements may result in you not being
called forward to the next stage of the selection process.
Those successful at the ranking stage of this process (where applied) will be placed on an
order of merit and will be called to interview in ‘bands’ depending on the service needs of
the organisation.
Code of Practice
The Health Service Executive will run this campaign in compliance with the Code of
Practice prepared by the Commission for Public Service Appointments (CPSA). The Code
of Practice sets out how the core principles of probity, merit, equity and fairness might be
applied on a principle basis. The Code also specifies the responsibilities placed on
candidates, facilities for feedback to applicants on matters relating to their application
when requested, and outlines procedures in relation to requests for a review of the
recruitment and selection process and review in relation to allegations of a breach of the
Code of Practice. Additional information on the HSE’s review process is available in the
document posted with each vacancy entitled “Code of Practice, Information for
Candidates”.
Codes of practice are published by the CPSA and are available on
www.hse.ie/eng/staff/jobs in the document posted with each vacancy entitled “Code of
Practice, Information for Candidates” or on www.cpsa.ie.
The reform programme outlined for the Health Services may impact on this role and as structures change the job
description may be reviewed.
This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither
definitive nor restrictive and is subject to periodic review with the employee concerned.
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NRS02108 General Manager- Office of the National Director
Terms and Conditions of Employment
Tenure
Remuneration
Working Week
Annual Leave
Superannuation
Probation
Protection
of
Persons Reporting
Child
Abuse
Act
1998
Infection Control
The current vacancy available is permanent and whole time.
The post is pensionable. A panel will be created from which permanent and specified purpose
vacancies of full or part time duration may be filled.
Appointment as an employee of the Health Service Executive is governed by the Health Act
2004 and the Public Service Management (Recruitment and Appointment) Act 2004.
The Salary scale for the post is:
€65,376 - €79,481 (7 points on scale) (July 2013)
The standard working week applying to the post is 37 hours per week.
HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working
Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards
2016” applies. Under the terms of this circular, all new entrants and staff appointed to
promotional posts from Dec 16th 2008 will be required to work agreed roster / on call
arrangements as advised by their line manager. Contracted hours of work are liable to
change between the hours of 8am-8pm over seven days to meet the requirements for
extended day services in accordance with the terms of the Framework Agreement
(Implementation of Clause 30.4 of Towards 2016).
The annual leave associated with the post is to be confirmed at job offer stage.
All pensionable staff become members of the pension scheme.
Every appointment of a person who is not already a permanent officer of the Health Service
Executive or of a Local Authority shall be subject to a probationary period of 12 months as
stipulated in the Department of Health Circular No.10/71.
As this post is one of those designated under the Protection of Persons Reporting Child
Abuse Act 1998, appointment to this post appoints one as a designated officer in
accordance with Section 2 of the Act. You will remain a designated officer for the duration
of your appointment to your current post or for the duration of your appointment to such
other post as is included in the categories specified in the Ministerial Direction. You will
receive full information on your responsibilities under the Act on appointment.
Have a working knowledge of the Health Information and Quality Authority (HIQA)
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 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.
Ethics in Public
Office 1995 and 2001
Positions
remunerated at or
above the minimum
point of the Grade
VIII salary scale
Positions remunerated at or above the minimum point of the Grade VIII salary scale (€
64,812 as at 01.01.2010) are designated positions under Section 18 of the Ethics in
Public Office Act 1995. Any person appointed to a designated position must comply with
the requirements of the Ethics in Public Office Acts 1995 and 2001 as outlined below;
A) In accordance with Section 18 of the Ethics in Public Office Act 1995, a person holding
such a post is required to prepare and furnish an annual statement of any interests which
could materially influence the performance of the official functions of the post. This
annual statement of interest should be submitted to the Chief Executive Officer not later
than 31st January in the following year.
B) In addition to the annual statement, a person holding such a post is required, whenever
they are performing a function as an employee of the HSE and have actual knowledge, or
a connected person, has a material interest in a matter to which the function relates,
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provide at the time a statement of the facts of that interest. A person holding such a post
should provide such statement to the Chief Executive Officer. The function in question
cannot be performed unless there are compelling reasons to do so and, if this is the case,
those compelling reasons must be stated in writing and must be provided to the Chief
Executive Officer.
C) A person holding such a post is required under the Ethics in Public Office Acts 1995
and 2001 to act in accordance with any guidelines or advice published or given by the
Standards in Public Office Commission. Guidelines for public servants on compliance with
the provisions of the Ethics in Public Office Acts 1995 and 2001 are available on the
Standards Commission’s website http://www.sipo.gov.ie/
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