Corporate Services Officer

Purpose of the job

The primary role of the Corporate Services Officer is to provide and ensure high-level corporate services support to the CIS Regional Manager and CIS Board. The Corporate Services Officer will directly support the Regional Manager in the work of the CIS and the development of its services, and ensure the enhancement and development of high-quality corporate systems and practices throughout the organisation.

Reporting to

The Regional Manager

Main Duties and Responsibilities

Finance

• Support the Regional Manager in maintaining accurate financial records of all company transactions.

• Maintain records for payroll, bank transactions, and PAYE/PRSI submissions.

• Monitor income and expenditure and assist with budget preparation and oversight.

• Manage bookkeeping tasks, including processing payments and issuing invoices.

• Liaise with creditors, debtors, and financial institutions.

• Ensure, in conjunction with the Regional Manager, financial compliance and record-keeping in line with Citizens Information Board (CIB) financial controls and relevant public sector guidelines.

• Prepare regular financial reports for the Regional Manager and Board of Management.

Procurement

• Support procurement planning for the region, and advise the regional team on best practices, ensuring alignment with public sector procurement guidelines and CIB financial controls.

• Maintain and oversee the regional contracts register, ensuring timely renewals, compliance, and value-for-money assessments.

• Provide procurement reports and insights to the Regional Manager and Board, highlighting compliance status.

Company Governance

• Act as a governance support to the Board, ensuring timely and accurate reporting, and contributing to the development of policies and procedures.

• Provide high-level administrative support to the CIS Board and Sub-Committees.

• Co-ordinate and prepare data for the monthly, quarterly and annual reports.

• Support the Regional Manager with the preparation of reports for submission to the Board of Management, Citizens Information Board and other internal and external stakeholders.

• Prepare and file correspondence on behalf of the Regional Manager and Board of Management.

Human Resources

• Maintain HR records and support recruitment and induction processes.

• Support training coordination and maintain training records.

• Assist with Health & Safety documentation and compliance tracking.

• Liaise with external HR support provider as required.

Office Management

• Provide secretarial and administrative support as required, in compliance with the company’s responsibilities under Data Protection and GDPR requirements.

• Oversee procurement and contract management for office supplies, services, and equipment.

• Implement sustainability initiatives and cost-efficiency measures across regional offices.

Other Responsibilities

• Provide regular, structured updates to the Regional Manager on progress against key operational targets, highlighting risks, achievements, and areas requiring attention.

• Undertake training and development to maintain and improve performance and assist in identifying self-training and support needs.

• In conjunction with the regional management team, act as ICT liaison for the region.

• Represent the region in national working groups or forums as requested by the Regional Manager.

• Attend seminars and meetings when directed by the Regional Manager.

• Other duties as assigned by the Regional Manager, as appropriate to the role.

Essential Educational Qualifications and Experience

• Administrative qualification QQI Level 6 or similar qualification.

• Experience in financial reporting/bookkeeping.

• Minimum of 3 years' relevant experience in a senior administrative or corporate services role in a medium-sized organisation.

Essential Knowledge, Skills & Experience

• Minimum of 3 years’ experience in financial administration, bookkeeping, and one or more of the areas detailed in the job description above.

• Broad ICT experience, to include high-level skills in all Microsoft programmes and computerised accounts, e.g. SAGE.

• Ability to provide comprehensive secretarial and administrative support to the Regional Manager and Board.

• Very strong organisational and ability to meet agreed work objectives on your own or as part of a team.

• Excellent written, communication and numeracy skills.

• Capacity to operate data storage and retrieval systems for reporting purposes (e.g. HR record management, customer feedback systems, etc.).

• Self-motivated, flexible and reliable.

• Maintenance of the highest standards of honesty and integrity.

Desirable Knowledge, Skills & Experience

• Experience/Knowledge of the Citizens Information Services and/or company governance structures.

• Ability to work in a busy office and to prioritise workload accordingly.

This is a temporary position, subject to satisfactory completion of a six-month probationary period. The period of probation may be extended at the discretion of the Regional Manager.

The successful candidate will be available to work 35 hours per week (full time). There may be a requirement to work evenings from time-to-time.

Salary: Scale range of €34,613, €37,028, €38,385, €39,743, €41,102, €43,065, €45,257, €47,079, €48,902 (max), €50,725 (LSI 1), €52,547 (LSI 2). Salaries are pro-rata for part-time staff.

Incremental Credit: It is expected that all new entrants to North Leinster Citizens Information Service will be appointed at point one of the salary scale. However, the company operates an incremental credit process for appointments higher than point one. This process is available to new entrants into Citizens Information Service. Incremental credit criteria, based on the competencies for the role, are assessed against employment history as laid out in the application form only. A request for incremental credit from a successful candidate must be made within the first 3 months of employment. The decision on whether to award an incremental credit or not is a decision made by the Board and is subject to the availability of funding.

Pension: A company pension scheme is in place, and membership is obligatory upon commencement. Employee contribution: 5% of salary, Employer contribution: 7% of salary. Please note the Citizens Information Service has established a normal retirement age in line with the state pension age (currently 66).

Annual Leave: Calculated on a pro rata basis for part year service as follows:

23 days

24 days after 2 years’ service

25 days after 5 years’ service

Full terms and conditions are contained in a Staff Handbook, which is issued with and forms part of the Employee Contract.