Finance Officer

Job Purpose

Reporting to the Finance Officer, the Finance Executive will support the effective operation of PSI’s finance function through the administration of accounts payable, payment processing, supplier and expense management, reconciliations, statutory returns and related financial administration. The role will also support payroll, management accounts, fixed asset records, audit activity and process improvement, helping to ensure accurate, timely and compliant financial processing across the organisation.

Key Duties and Responsibilities

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

• The administration and coordination of the accounts payable function, including the timely and accurate processing, coding and posting of invoices, and ensuring invoices are approved by the relevant budget holders, in line with PSI procedures.

• The administration of new supplier set up and helping resolve supplier queries.

• Maintenance of the accounts payable document management and invoice approval system, and management of the accounts payable e-mail account.

• Preparation of weekly payment runs, in line with prompt payment procedures.

• Administration of organisational credit card requests, coordinating compliance with policy and reconciling statements.

• Ensuring the relevant financial processes and procedures are documented, reviewed and updated as required, and assisting in process improvement initiatives.

• Processing of professional services withholding tax (PSWT) and submission of monthly returns to Revenue.

• Capturing reverse charge vatable transactions and preparing bi-monthly VAT returns.

• Assisting with the payroll function including preparation of Council and Committee payrolls.

• Processing and payment of expense claims from staff, Council and Committee members, in line with public sector travel and subsistence policies and procedures.

• Responding to travel and subsistence queries, providing guidance and training to new claimants as required, and escalating matters where appropriate.

• Coordination and filing of Enhanced Reporting Requirements (ERR) in line with Revenue requirements.

• Preparing finance reports and other administrative returns as required, including those required under the Freedom of Information Act 2014.

• Carrying out monthly reconciliation of creditors balances and creditors ledger.

• Assisting with monthly reconciliation of the organisation’s bank accounts.

• Assisting with the maintenance of the organisation’s fixed asset register, including recording asset additions and disposals, maintaining documentation, and supporting periodic reconciliations.

• Assisting with the preparation of the monthly management accounts, including preparing monthly creditor accruals, prepayment release calculations, journal entries and trial balance reconciliations.

• Assisting with internal and external audits, as required.

• Supporting organisational projects, working groups, Committees, etc as required.

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

General

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

• Actively seek to support colleagues depending on business needs.

• Supervise and organise workload of any assigned staff where required.

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

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

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

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

• Promote and contribute to a culture of continuous improvement, transformation, and innovation within PSI.

• Identify risk and assist the organisation in our purpose of mitigating regulatory risk in the interests of assuring the public that pharmacy care and services are safe.

• Participate in cross-functional initiatives and developments that contribute to the delivery of the strategic objectives of PSI.

• Proactively engage in performance development reviews and actively engaging in opportunities for learning and development.

• Other duties assigned by PSI 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.

• Experience in using financial and/or IT systems.

• Experience working with MS Office Suite (e.g., Word, Outlook, Teams) with at least an intermediate level in Excel (e.g., pivot tables and formulae).

In addition, the following are considered desirable:

• A third level qualification, preferably in business or finance, or an Accounting Technician Ireland membership, or working towards membership of a professional accountancy body.

• Knowledge and understanding of taxes such as VAT and Professional Services Withholding Tax (PSWT), and the Revenue Online Service (ROS).

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

• Experience in dealing with public sector employee travel and subsistence expenses.

• Working knowledge of Sage 200.

• Previous experience in bank reconciliations and assisting with management accounts.

• Proficiency in the Irish language.

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.