Administrative Assistant

Main Purpose of Job

The positions will focus on delivering the core operations of the Payroll & Expenses Office, driving rigour and efficiencies into our processes and supporting the automation of key activities.

Main Duties and Responsibilities

• Play key role in the execution of the PEO’s core deliverables. This includes the accurate and timely processing of weekly, monthly, hourly paid staff, pensioners, scholarships and expense pay-runs.

• Managing assigned tasks and prioritising competing tasks in order to ensure that they are completed on time and to a high standard with excellent attention to detail.

• Implement the automation of key activities. Initiate and drive rigour/improvements to processes and systems including detailed system specifications, implementation, development and testing. Test periodic system patch release updates.

• Make considered decisions on how to resolve problems and move forward. Handle complex issues that require judgement and engagement with stakeholders.

• Maintain and ensure the accuracy of payroll and expense-related training guides, forms, and associated website/SharePoint information, regularly updating content as needed.

• Support the inducting of new staff members. Supervise staff and day-to-day operations when required to do so.

• Directly liaise with HR while performing ongoing data reviews for each payment run to minimise the risk of incorrect payment for each category of payee for which the PEO is responsible.

• Support the PEO in meeting the requirements of the relevant Government agencies (e.g., Revenue, Social Welfare, etc.).

• Assist with auditor (both Internal and External) and funder queries in a timely and accurate manner.

• Maintain own knowledge of relevant University Policies and Procedures. Keep up to date with developments in Revenue reporting, tax, social welfare, wage agreements, accounting procedures, IT, etc.

• Safeguarding of the University’s interests in the processing and payment of pay runs, ensuring compliance with best practice, policy, internal controls and applicable statutory regulations.

• Positively engage in the public relations aspect of the PEO in a mature and tactful manner. Build strong relationships with key stakeholders and deliver exceptional customer service. Ensure confidentiality at all times.

• Any other related duties as specified by the Payroll and Expenses Office Manager and/or the Expenditure Manager and/or Financial Accountant/DFA.

Requirements for the Role

The successful candidate(s) will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

Essential Criteria

• At a minimum, passes in 5 subjects at Leaving Certificate level (or equivalent)

• A payroll/accounting/business qualification

• A minimum of two years of employment experience providing high-level administrative support in a challenging finance environment

• Proven experience in delivering and managing large and complex pay runs in a fast-paced environment

• Payroll/Accounting experience including detailed knowledge of PAYE, PRSI, USC rules, etc.

• Strong Excel skills (shortlisted candidates will be required to complete an Excel assessment)

• Excellent IT skills with proficiency in MS Office suite

• Proven ability to work as part of a team

• Competence and ability to operate a high degree of initiative, as the post holder will on occasion be required to make decisions without direct supervision

• Ability to interact and communicate effectively with University staff, auditors and other external parties

• Accuracy in processing and attention to detail

• Flexibility is required for these roles; note that restrictions on annual leave may apply during busy periods

Desirable Criteria

• Experience in the public sector/higher education sector

• Experience in delivering customer-focused service

• Experience using the Core Payroll System

The above criteria will be utilised to shortlist and select candidates for interview.

Salary: €42,774 – €59,401 (applicable to new entrants effective from January 2011) and in accordance with the terms and conditions of the University’s Remuneration policy.