THE EXTERN ORGANISATION

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THE EXTERN ORGANISATION Powered By Docstoc
					Extern
Job description and person specification
Finance & Payroll Co-ordinator

Section 1: Key job parameters



PROGAMME/PROJECT The Finance Department is a support service that
DESCRIPTION      provides a comprehensive accounting and payroll
                 function for Extern Organisation and Extern
                 Ireland.

JOB TITLE               Finance & Payroll Co-0rdinator.

LOCATION:               Hydepark House, Mallusk

ACCOUNTABLE TO:         Finance Officer

ACCOUNTABLE FOR:        2 Finance Assistants

JOB PURPOSE:            To be responsible for the timely and accurate
                        processing of all financial transactions to ensure
                        that proper accounting records and controls are
                        maintained.(in conjunction with current Finance
                        Co-ordinator)
                        To be responsible for the preparation, processing
                        and administration of Extern’s monthly and weekly
                        payrolls to ensure pre-determined pay dates are
                        met.(in conjunction with current Pensions & Payroll
                        Co-ordinator)

                        In line with:

                        (a) Extern’s vision, mission and values;
                        (b) Extern’s Standards
                        (c) the legal and best practice standards applicable
                        to the post; and,
                        (d) the requirements of contracts and service level
                        agreements with commissioning and funding
                        partners




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Extern
Job description and person specification
Finance & Payroll Co-ordinator


Section 2:       Job description

1.        Managing risk: risk management at the core of practice and
          management

The Finance & Payroll Co-ordinator will:

1.1       Support compliance with Extern’s Financial Standards, including the
          provision of Assurance reporting and staff training.

1.2       Ensure compliance with Extern’s Health & Safety requirements,
          including the identification of potential risks within their own work area
          and within the Finance Department.

1.3       Ensure all staff are aware of their responsibilities in completing relevant
          H&S training and documentation.


2.        Managing quality: providing quality services

The Finance & Payroll Co-ordinator will:

2.1       Assess the accounting and payroll needs and expectations of
          individuals (including team members, all staff, projects and
          programmes and external agencies).

2.2       Plan, agree and provide an accounting service that meets the needs of
          all its users, to include:

         Supervision and production of monthly management accounts,
          ensuring that all accounting transactions are properly recorded and
          control accounts reconciled, accurately and on time.

         Supervision of Extern’s Purchase Ledger, Sales Ledger and
          Cashbooks.

         Responsibility for the continual development and evaluation of
          accounting system controls and procedures in line with Extern’s
          Standards and best practice.




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Extern
Job description and person specification
Finance & Payroll Co-ordinator


          Supervision of monthly payroll analysis in Nominal Ledger

          Cost Centre analysis within Nominal Ledger

          Completion of grant claims and liaising with Funders when required.

          Assist in the preparation for external annual Audits for Extern Organisation
           and Extern Ireland and other ad hoc Funder Audits and Internal Audit.

          Dealing with accounting queries in a timely and efficient manner.


2.3       Plan, agree and provide a payroll service that meets the needs of all its users,
          to include:


         Assist in the inputting, processing, checking and administration of Extern’s
          monthly and weekly computerised payrolls ensuring pre-determined pay dates
          are met.

         Assist in the processing of all monthly and annual statutory returns and
          payments to Inland Revenue and Revenue Commission ensuring deadlines
          are met

         Assist in the continual development and evaluation of payroll systems, controls
          and procedures in line with legislation changes and good practice.

         Dealing with payroll queries in a timely and efficient manner.


2.4       Keep abreast of new developments and changing legislation in the fields of
          accounting and payroll, in order to ensure statutory compliancy and continuous
          organisational improvement and development in line with relevant Extern
          Standards and best practice.

2.5 Promote the importance and benefits of quality by ensuring adherence to best
    practice through the use and development of the Finance and Payroll operating
    manual.




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Extern
Job description and person specification
Finance & Payroll Co-ordinator

3.     Managing resources: people, money, physical assets and
       information

The Finance & Payroll Co-ordinator will:

3.1   Effectively plan and manage own work to meet Finance Team
      deadlines and objectives.

3.2   Effectively plan workload of Finance Assistants to meet Finance
      Team deadlines and objectives.

3.3   Facilitate team meetings encouraging full participation of staff.

3.4   Provide on the job support and conduct regular supervision sessions
      (bi-monthly) with Finance Assistants, giving feedback on performance
      and addressing poor performance if applicable, in line with Extern’s
      Standards.

3.5   Participate in regular supervision sessions and Annual Review,
      addressing own performance issues if applicable.

3.6   Contribute to objective setting within the Finance Team and conduct
      Annual reviews with Finance Assistants.

3.7   Contribute to own and staff’s performance development through
      capacity building within the Finance Team.

3.8   Promote innovation and contribute to the management of change as a
      positive force within the Finance Team

3.9 Assist in the Recruitment and Selection process of staff as and when required.

3.10 Be responsible for induction of designated staff members.

3.11 Be responsible for identifying training needs of Finance Assistants and ensure
     attendance at compulsory training events.

3.12 Contribute to identification of own training needs and demonstrate a willingness to
     learn, apply new skills and meet new challenges.




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Extern
Job description and person specification
Finance & Payroll Co-ordinator

3.13 Ensure proper, safe and cost effective use of all physical resources within area
      of responsibility ensuring they are maintained and kept in good repair e.g safe,
      computers, printers etc.

3.14 Ensure effective management of cash receipts into the Finance Department
      through adherence to Financial Standards.



 4.   Managing communications: internal and external communication

 The Finance & Payroll Co-ordinator will:

 4.1 Develop effective communications and credible working relationships within the
     Finance Team and with other Extern staff, projects and programmes.

 4.2 Develop effective communications and credible working relationships with
     External Agencies in order to ensure an effective and productive working
     environment

 4.3 Represent the Finance team and Extern, responsibly and productively in informal
     and formal settings, both internal and external to Extern.

 4.4 Develop and maintain Management Information Systems within the Finance
     Team in a timely and secure manner.

 4.5 Operate computerised accounting and payroll software effectively, to include the
     manipulation of financial and payroll data through XRL, Excel, Word etc.

 4.6 Provide accurate, comprehensive and timely management reports to aid decision
     making and assist with the preparation of written reports and draft Standards.

 4.7 Receive, transmit , store and retrieve confidential and sensitive payroll and
     financial information and records ensuring accuracy, comprehensiveness,
     timeliness, security and confidentiality.

 4.8 Use IT effectively within the Finance Team and make use of the Externet
     as a vehicle for enhancing accounting and payroll services to internal staff
     and management.


5.     Miscellaneous

5.1    Carry out any other duties reasonably requested by your Line Manager within
your competencies.
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Extern
Job description and person specification
Finance & Payroll Co-ordinator

Section 3: Person specification

1. Qualifications/Experience

1.1 Essential Criteria

       The successful candidate must either:

      1. Be AAT qualified or equivalent e.g NVQ Level 4 in an accounting related
         discipline and:

            Have a minimum of 3 years’ experience operating a multi cost-centred
             computerised accounting system and bringing accounts to Trial Balance
             stage
            Have knowledge and experience of a Payroll function
            Must have a minimum of 1 year’s Supervisory experience (e.g managing
             staff, supervision and production of monthly accounts, supervision of
             Purchase Ledger, Sales Ledger and Payroll, managing resources etc)
            Have experience of using Microsoft Excel to manipulate data and
             produce Reports
            Have the ability to produce accurate information and reports
            Demonstrate ability to plan and manage workload in order to achieve
              departmental deadlines
            Demonstrate a strong customer service ethos.

               OR

      2. Have a minimum of 5 years’ experience of the above.

1.2 Desirable Criteria

          Experience of operating Pegasus Opera 2 accounting software.
          Experience of using Pegasus Opera 2 and Micropay payroll software
          Experience of using XRL software
          Experience of working in a medium sized organisation(i.e turnover>£10m)
          Experience of operating payroll systems in a dual jurisdiction (NI and ROI)
           for a medium sized organisation (350+ employees)

           Extern reserves the right to reasonably alter the above criteria.


                     For further information on services visit the
                           Extern Website: www.extern.org


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Extern
Job description and person specification
Finance & Payroll Co-ordinator




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