Finance Administrator (Shared Services) SVP House, some travel is necessary as part of role
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1 The Society of St Vincent de Paul (Ireland) JOB DESCRIPTION JOB TITLE: REPORTS TO: LOCATION: REGION DEPARTMENT: Finance Administrator (Shared Services) Accountant / Supervisor SVP House, some travel is necessary as part of role Council of Ireland Shared Services DATE OF JOB DESCRIPTION: June PURPOSE OF THE JOB This role is part of the Society Shared Service. This role includes broad experience in Accounts Payable, Accounts Receivable, Travel Expenses and the Payroll process plus experience of specific processes for the Charity sector. The person will provide support to the accounting team to ensure transaction processes are completed accurately and timely. Support and assist in transaction processing, record maintenance, accounting, analysis and reporting activities. The Society Shared Service purpose is to manage services for the core, regions and special works in a partnering approach, building strong relationships and to provide a customer centric service. The Society Shared Service objectives are to meet the service level agreements (SLA s) and the SLA deliverables, in line with the core values. The objectives are achieved through excellence in the delivery of services, operations processes effectiveness and efficiencies. This will require continuous review of what we do and how we do it, creativity, problem solving and partnering with our internal groups as well as playing a role within the broader Society. The Society continuous developments, its challenges, the way it can achieve its aims and mission plus the recognition of potential new efficiencies and economies will be the driving influence in the development of the Shared Services. The job holder will support the building and development of professional relationships with the Shared Service Clients, meeting the customer needs as defined in the SLAs and SLA deliverables. This will require achieving continuous improvement, process and practices improvement plus management of risks, including risk identification, assessment, mitigation and reduction.
2 2. ENVIRONMENT OF THE JOB The SVP is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 11,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. The SVP employs people to support volunteers in a variety of settings including visitations, social housing and hostels, community care, shops, administration and other specialist areas. The Society Shared Service aims to provide a flexible, engaging style and acceptance to work in the spirit of collaboration with other colleagues and assist as required. To support the development of Service level agreements plus service deliverables, systems, policies, procedures and practices. In providing managed services to meet internal customers needs we will monitor service levels, customer satisfaction and progress, plus reporting/updating to all stakeholders regarding status and outcome. Our Shared Services core values embrace assurance of compliance with policies, procedures and good practices plus communication of where changes are necessary or will lead to increased effectiveness and efficiencies for the Society. The evolution of the Society Shared Services will lead to opportunities to build the Shared Services range of activities, functions and involvement in the Society activities. The Society is a Christian based organisation with a strong sense of Christian values. The founder of the Society, Blessed Frederick Ozanam, was a devoted Catholic and his legacy of spirituality remains a key element of the make-up of every conference with the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. 3. GUIDANCE AND AUTHORITY The role is part of the Society Shared Service organisation. The role will have responsibilities, but not limited to, the tasks and accountabilities as outlined in this job description. The nature of matters referred upward are those which require management to be informed: Audit: May cause a delay to audit completion. That relate to matters which might impact on the accuracy of the financial statements or ancillary notes. That relate to matters which might impact on the accuracy of the information being produced from the financial system. Financial Position: May seriously threaten the liquidity of the National Office or the Society. Internal Control: A significant breach of operational financial policies and procedures. That is a significant breach of the operation of approved policies and procedures. Issues: Non-recurring issues referred which involve lack of clarity due to their unusual or unexpected nature. Projects: Which are likely to adversely affect the delivery of projects or tasks to agreed deadline and quality. Risk: Where there is a significant risk or exposure to the society. Where a decision will have a significant impact on the work of others outside of the functional area. Where significant change is required by the Society. Exposes the National Office or the Society generally to
3 material financial risks. Any issues which requires escalation to bring to a satisfactory conclusion. Exposes the National Office or the Society generally to material financial risk which are likely to adversely affect the delivery of the projects or tasks to agreed deadlines or quality. 4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES 1 Accounts Receivables (Debtors Ledger) To be responsible for all aspects of Accounts Receivables. Ensure outstanding amounts are pursued on a regular basis. Receivables Collection and Processing 2 Accounts Payables (Creditors Ledger) To be responsible for all aspects of Accounts payable. Ensure suppliers are paid in a timely manner. 3 Bank Cash Processes To be responsible for all aspects of bank postings and reconciliations. HOW ACHIEVED Process debtor invoices on a daily basis, cash collection, cash application and debtor account reconciliations. Maintain filing/record keeping system. Ensure receipts are lodged on a daily basis and that receipts are processed and updated on a daily basis. Invoice posting on a daily basis, processing, verification, accurate coding, approval and timely payment. Payments to suppliers recorded on a daily basis and reconciled monthly. Communicate with suppliers as necessary. Maintain filing/record keeping system. Bank transaction processing, control and reconciliation, including petty cash. Donations Legacies Donation acknowledgment, receipt, recording, processing, verification and reporting on Donations received by the Society. Maintain appropriate records and documentation. Legacy receipt, recording, processing, verification and reporting on Legacies received by the Society. Maintain appropriate records and documentation. Ensure all required documentation is received and coordinate any legal action with legal firms to complete entitlement of Legacy/Bequest's. 4 Travel Expenses Verification of travel and related expenses to the Travel Expense Policy. Processing of verified / approved travel expenses claims for staff and members. 5 Payroll Services Liaison with HR Shared Services team.
4 Support the outsourced monthly payroll for Council of Ireland and other Regions. Ensure all relevant tax and other deductions are made. Payroll prepared on a monthly basis. Staff paid by bank transfer according to schedule set in advance for entire year. Monthly PAYE/PRSI return made to Revenue Commissioners. Provide P35 s, P60 s and assistance on employee pay related matters as required. Maintain filing/record keeping system. 6 Accounts & Annual Audit Assist with the Annual Audit. Assist the team to support SLA/SLA Deliverables. 7 Support Annual Reporting To assist with the Annual Reporting from Conferences. Communicate with relevant personnel by phone, letter or . Review annual reports submitted, both electronically and in hard copy format. Assist the SS team in the annual report process by reviewing annual reports submitted plus processing data into the financial system. 8 Frederic Ozanam Trust Administration Coordination, administration and record keeping for the FO Trust. 9 Pension Administration Liaison with HR Shared Services. Coordination, analysis and administration tasks for our pension schemes. Support to the finance manager and pension trustees. 10 Insurance Administration Processing of insurance requests, invoice payment and coordination of information related to insurance claim (or questions with requesters and the insurance company). Coordination and information flow between parties including requester, claim and insurance broker. 11 SLAs. Provide support to team members involved in accounting, consolidation, compliance and reporting activities which are required under SLAs and SLA Deliverables. 12 Projects / ad hoc activities as they occur within the shared services. During the year various activities and tasks completion will need support and assistance to meet SLA and SLA Deliverables which are part of the agreement made with our internal customers. To undertake other duties appropriate to the post which may evolve as the role progresses and until such time as this job description is reviewed/updated.
5 5. CHALLENGES The acceptance of the dynamics in a complex membership and employee organisation. An understanding of how this both contributes to and constrains the work. In response to changes in the external environment, the Society visitation plus special works service delivery, funding and governance the Society has and will continue to undergo a period of significant development and a reorganisation of its services. As part of this reorganisation the Society has introduced new structures to insure the continued improvement, efficiency, responsiveness and sustainability of our services to those we help. This structure is still embedding, therefore roles and structures will be evolving. 6. OTHER INFORMATION The Society is undergoing a change process which is complex and at times this creates ambiguity. The influencing of others across all stakeholders groups is necessary to facilitate the change. The operational values provide a guide for Shared Services on how it will operate: Customer Centric, Integrity, Respect, Continuous Improvement, Personal Responsibility, Trust and Co-operation.
6 7. KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL EDUCATION Accounts Administration Certificate/Diploma level in a Finance discipline & Accounts Technician +3 Years relevant experience. Previous experience in Accounts Receivables, Account Payables, Travel Expense claims, and Payroll processing plus process improvement programs. KNOWLEDGE Knowledge and experience with large entity financial accounting systems Keep up to date on new accounting pronouncements and changes and be able to communicate the effect for the Society. Knowledge of Accounting procedures (Receivables, Payables, Travel, Payroll and compliance administration work). EXPERIENCE Annual reporting / Audit. Experience in a similar role is essential. Experience of working in the community / voluntary sector is desirable but not essential. Finance policies, development, implementation, and adherence practices. Experience in developing and implementing policies, procedures and controls. SKILLS Ability to prioritise work. Ability to work in a team, contribution to initiatives and continuous improvements. An ability to quickly establish and maintain rapport with a diverse range of stakeholders and to manage on-going working relationships and work plans. Aspiration to contribution to improving the policies, procedures and practices. Excellent IT skills. Excellent numerical skills. Process analysis and documentation skills. Results orientated approaches. Excellent written and verbal communication skills. Problem Solving Skills. Process analysis and re-engineering. Process and outcome focused plus quality assurance. Proactive and focused attitude to work and an ability to constantly meet deadlines. Teamwork and interpersonal skills. Dependability and flexibility. Organisational and time management skills. Professional approach to work. 8. Main Terms and Conditions Contract type: Permanent
7 Hours: 37.5 Pension: Salary: 5% employee and 5% employer. 30k to 35k depending on experience The information contained in this job description is a true and accurate reflection of the job as at the date specified. Job Holder Line Manager
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