Finance and Support Services Executive

Grade: Executive Officer

Contract Type: Full-time

Contract Duration: Permanent

Location: Post will normally be located at PSI House, 15-19 Fenian Street,

Dublin 2. A Blended Working Policy is in place. The successful candidate can avail of working remotely, up to a maximum of 3 days per week, subject to business needs. There may be a requirement to attend the office for more than the allocated number of days for training and during the probation period.

Job Purpose

Reporting to the Procurement and Support Service Officer, the Finance and Support Services Executive will support the effective delivery of PSI’s procurement, support services, facilities management, finance administration and climate action activities.

Key Duties and Responsibilities

Key duties of the role will include but are not limited to:

Procurement and Support Services

• Providing administrative support with procurement activities across the organisation, including coordinating and supporting evaluation meetings, and ensuring a proper audit trail and documentation is in place for all procurement files.

• Supporting the Procurement and Support Services Officer to maintain an accurate and up-to-date service provider/supplier contracts Register and assisting with annual procurement planning and reporting.

• Coordinating and supporting the management of the external facilities management (FM) services provider to include:

o Oversee the Business Support Services Assistant in their role in managing the day to day facilities management requests and relationship with FM provider.

o Attending weekly and other periodic review meetings.

o Supporting the implementation of environmental and green initiatives to enable PSI to achieve its sustainability commitments.

• Supporting the Procurement and Support Services Officer with contract management of PSI’s external services consultants (procurement, pensions advisers, facilities management), including coordinating activities, periodic review meetings and case management.

• Supporting the Finance and Support Services Team with any other duties, as required.

Finance

• Administration and coordination of the fee income processing function within PSI including the management of the cashbook and the registration system (REGIE) including:

o The timely and accurate recording of receipts to cashbook and REGIE.

o Management and processing of refunds.

o Attend weekly support meetings to raise and progress finance tickets, escalating where necessary.

o Resolving any fee-related queries with registrants and escalating as appropriate 

o Administration of the associated e-mail inbox and phoneline

o Perform daily and monthly checks and reconciliation of cashbook and REGIE in line with standard operating procedures (SOPs).

o Supporting continuous improvement (CI), through collating improvement requests to be considered for the CI Log.

• Preparing the payroll for Council/Committees in partnership with the Procurement and Support Services Officer, ensuring compliance with health sector pay policy.

• Assisting with pension administration as required (e.g. issuing of annual benefit statements to members).

• Assisting with updates to the financial policies, guidelines, SOPs and forms and in particular responsibility for the SOPs relevant to REGIE.

• Providing assistance with internal and external audits as required and implementing relevant recommendations.

• Preparing internal and external reports, as required (e.g., for the Department of Health and Revenue).

Climate Action

• Supporting the implementation of the Climate Action Roadmap including:

o Tracking the progress of actions, including assigning owners to actions

o and reporting on progress.

o Organising staff Climate Action engagement activities, including an annual workshop.

o Overseeing compliance and the reporting requirements with Sustainable Energy Authority of Ireland (SEAI).

o Assisting with drafting Climate Action Roadmaps, in line with any updated mandate from government and SEAI.

• Reporting to the Health, Safety and Sustainability Committee at its monthly meeting on sustainability activities under the roadmap.

The role involves some cross-training and covering for other roles and duties if required across the Finance and Support Services team.

General

• Providing cross-functional support, expertise and knowledge across different teams.

• Actively seeking to support colleagues depending on business needs.

• Providing guidance and training to colleagues in your area of expertise.

• Supporting the documenting and updating of standard business processes and procedures and monitor their ongoing currency.

• Sharing knowledge and learning with your team and wider organisation.

• Providing support to organisational projects, working groups, committees, etc.

• Promoting and contributing to a culture of continuous improvement, transformation and innovation within the organisation.

• Identifying risk and assisting the organisation in our purpose of mitigating regulatory risk.

• Participating in cross-functional initiatives and developments that contribute to the delivery of the organisation’s strategic objectives.

• Other duties assigned by management and/or the Registrar/Chief Officer.

Important note: 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 them from time to time and to contribute to the development of the post while in office. This document must be regarded as an outline of the major areas of accountability at present, which will be reviewed and assessed on an ongoing basis.

Key Requirements

Candidates must, on the closing date for receipt of applications:

• A minimum of 1 year’s relevant experience.

• A minimum of two years’ experience in an office management or support services function.

• Experience using MS Office in particular Word and Excel).

In addition, the following are considered desirable:

• A third level qualification, preferably in business or finance, or equivalent experience in Business Management, Finance or another relevant field.

• Experience of public procurement processes and procedures.

• Proven ability in demonstrating strong attention to detail and managing competing priorities and deadlines.

• Experience in using IT, finance and/or payroll systems, ideally Microsoft dynamics systems, Sage 200 and Sage Micropay.

• Proficiency in the Irish language.

Key Competencies

Competencies

Description

Specialist Knowledge / Expertise & Self Development

• Displays high levels of skills/ expertise in own area and provides guidance to colleagues

• Has a clear understanding of the role, objectives and targets and how they support the service delivered by the unit and Department/ Organisation and can communicate this to the team

• Leads by example, demonstrating the importance of development by setting time aside for development initiatives for self and the team

Delivery of Results

• Takes ownership of tasks and is determined to see them through to a satisfactory conclusion.

• Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation.

• Constructively challenges existing approaches to improve efficient customer service delivery.

• Accurately estimates time parameters for project, making contingencies to overcome obstacles.

• Minimises errors, reviewing learning and ensuring remedies are in place.

• Maximises the input of own team in ensuring effective delivery of results.

• Ensures proper service delivery procedures/protocols/reviews are in place and implemented

Analysis & Decision Making

• Effectively deals with a wide range of information sources, investigating all relevant issues.

• Understands the practical implication of information in relation to the broader context in which s/he works – procedures, divisional objectives etc.

• Identifies and understands key issues and trends.

• Correctly extracts & interprets numerical information, conducting accurate numerical calculations.

• Draws accurate conclusions & makes balanced and fair recommendations backed up with evidence

People Management

• Consults and encourages the full engagement of the team, encouraging open and constructive discussions around work issues.

• Gets the best out of individuals and the team, encouraging good performance and addressing any performance issues that may arise.

• Values and supports the development of others and the team.

• Encourages and supports new and more effective ways of working.

• Deals with tensions within the team in a constructive fashion.

• Encourages, listens to and acts on feedback from the team to make improvements.

• Actively shares information, knowledge and expertise to help the team to meet its objectives

Interpersonal & Communication

• Modifies communication approach to suit the needs of a situation/ audience.

• Actively listens to the views of others.

• Liaises with other groups to gain co-operation.

• Negotiates, where necessary, in order to reach a satisfactory outcome.

• Maintains a focus on dealing with customers in an effective, efficient and respectful manner.

• Is assertive and professional when dealing with challenging issues.

• Expresses self in a clear and articulate manner when speaking and in writing

Drive & Commitment to Public Service Values

• Public safety is at the heart of everything, acts to ensure that safety.

• Values, appreciates, and respects everyone engaged with.

• Works in partnership with colleagues and all stakeholders.

• Behaves with integrity and objectivity, actions are evidence-based and timely.

Conditions of Employment

Probation

A probationary period of 9 months applies to this position.

Pay

The salary scale for this post is €38,803 - €58,624 (Executive Officer, Civil Service), per annum, with two Long Service Increments of €60,527 and €63,227. Entry will be at the first point of the scale for new entrants, and the rate of remuneration will not be subject to negotiation and may be adjusted from time to time in line with Government pay policy. Subject to satisfactory performance, increments may be payable in line with current Government Policy.

Candidates should note that different pay and conditions may apply if, immediately prior to appointment, the appointee is a serving civil or public servant.

Superannuation

The successful candidate will, upon appointment, become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment.

Hours of Attendance/Working Week

The normal working week is not less than 35 hours, exclusive of lunch breaks. The successful candidate will be required to work such additional hours from time to time as may be reasonable and necessary for the proper performance of his/her duties, subject to the limits set down in the working time regulations. The rate of remuneration payable covers any extra attendance liability that may arise from time to time.

Annual Leave

Annual leave is 23 days per annum, rising to 27, in line with the number of years’ experience at Executive Officer grade. This allowance is subject to the usual conditions regarding the granting of annual leave and is on the basis of a five-day week and is exclusive of the usual public holidays and Good Friday.

Outside Employment

This role is full-time, and the appointee may not engage in private practice or be connected with any outside business which conflicts in any way with his/her duties, impairs performance or compromises his/her integrity.

The appointee must avoid involvement in outside employment/business interests in conflict or potential conflict with the business of the PSI. Clarification must be sought from management where doubt arises.