Administrator

SUMMARY OF ROLE

To contribute to an efficient and effective Finance section, working in a busy environment, supervising the daily activities of clerical staff and working with colleagues to ensure all deadlines are met, whilst providing information and support to internal and external customers.

KEY FUNCTIONS

·       Supervising the daily operations of the office

·       Management of payroll functions and reporting

·       Management of travel and subsistence functions and reporting

·       Controlling payroll documentation, ensuring appropriate authorisation and filing

·       Planning and organising work

·       Resource management for own area of responsibility

·       Supervision and development of staff

·       Liaising with a wide range of individuals and organisations

·       Prepare reports and briefing material for senior staff

·        Assist line management in carrying out duties of the Body as required

DUTIES AND RESPONSIBILITIES

·       Supervising and allocating work to clerical staff on a daily basis to ensure deadlines are met

·       Control all supporting documentation, ensuring appropriate authorisation, filing and back up retention systems in compliance with GDPR

·       Management and administration of payrolls for processing and payment,

·       Management of travel expenses and payment processing

·       Providing reports and working time directive reports to managers and budget holders

·       Produce relevant guidance notes and training for users of the accounting and payroll systems

·       Assist in the development and implementation of appropriate policies and procedures in relation to all financial areas

·       Checking all work thoroughly to ensure it is completed to a high standard

·       Comply with and actively promote Waterways Ireland policies and procedures on all aspects of equality.

·       Complete all training as required by Waterways Ireland within specified timeframes.

Reporting and providing information

·       Providing management information as required,

·       Provide payroll reporting,

·       Liaise with auditors and other internal or external stakeholders as required

·       Deal with enquiries, complaints and queries in a professional manner

Other areas of work

·       Assist line management in carrying out duties of the Body as required

The above list is not exhaustive, and you may be required to take on other duties and responsibilities for the effective and efficient performance of the role. The organisation operates within a changing environment, and you will be required to be flexible and adapt to these changes and to develop your role as a result going forward.

The reporting line and key duties and responsibilities of this role may be subject to change following the outcome of a review of the organisation’s structure and staffing.

PERSON SPECIFICATION

Candidates must be able to demonstrate that they meet the eligibility and essential criteria in their application and at interview. Desirable criteria may be used as necessary in the selection process.

Eligibility Criteria

• A Leaving Certificate with a minimum of three subjects grades A-C (Honours Paper) and two grades A-C (Standard/ Ordinary Paper) or equivalent. Subjects passed must include English and Mathematics (can be demonstrated at either level), OR

• Have at least three years relevant experience in an Accountancy / Financial/Payroll Environment which includes at least one year experience of staff supervision, AND

• A valid driving licence and access to transport for work purposes.

Applications will also be considered from candidates with relevant formal qualifications considered to be of an equivalent or higher standard to those stated above.

Candidates must also be able to demonstrate the following competencies in their application and at interview. Please note this experience may have been gained through working in the public, private, voluntary or community sectors, or in professional practice.

Essential Criteria

• The ability to gather and analyse information to support decision making
• The ability to determine whether to accept responsibility or to seek advice
• The ability to effectively use IT systems: Competence in use of Financial packages such as Core Portal, Core Expenses, Microsoft Office packages, e.g. Word, Excel, Powerpoint
• The ability to process payroll payments, competence in taxation calculations.
• Good working knowledge of social welfare processing.
• Be capable and competent of fulfilling the role to a high standard;
• Effective organisational skills with the proven ability to prioritise and manage workloads to meet deadlines, including Payroll & travel processing.
• The ability to take initiative
• The ability to manage staff in a deadline driven environment.

Desirable Criteria

• A Level 6 qualification (National Framework of Qualifications) in an Accountancy / Finance discipline
• Experience of compiling financial reports using a financial reporting package

Short-listing Process

1. A short-list of candidates for interviews will be prepared on the basis of the information contained in the application. It is essential that all applicants demonstrate on their application how, and the extent to which, they satisfy each of the Eligibility, Essential & Desirable Criteria.

2. Only those candidates who meet the Eligibility Criteria will proceed to the formal short-listing process.

3. The candidates who meet the Eligibility Criteria will then have the information contained in their application assessed against the Essential & Desirable Criteria.

4. Where a specified period of experience is mentioned, it may be increased as a method of reducing numbers or in the event of a large volume of candidates the Desirable Criteria may also be used.

Reserve Panel

This competition will create a merit-based panel which will last 12 months. Similar opportunities that arise over the next 12 months will be offered to successful applicants in order of merit.

Note

Starting Salary would normally be at the minimum. Consideration of a higher starting salary may be given to applicants with exceptional relevant experience and/or skills.

SALARY €34,983 – €53,146 per year