JOB DESCRIPTION Finance Assistant/Receptionist Financial Resources

JOB DESCRIPTION Finance Assistant/Receptionist – Financial Resources

REPORTING TO Finance Manager

SALARY SCALE €23,431 - €36,499

DUTIES:

Main Duties  Entering purchase invoices, bank payments and receipts to accounting software on a day to day basis.  Paying suppliers and internal expenses on a weekly basis  Reconciling bank accounts to accounting records on a monthly basis.  Reconciling supplier accounts to supplier statements on a monthly basis.  Preparing payroll for all staff on a monthly basis and reconciling key balance sheet accounts on a monthly basis  Recording and forwarding staff deductions to relevant organisations.  Maintaining an internal system for the recording of staff expenses.  Maintaining an internal system for recording leave for all staff.  Answering queries from staff and clients of the organisation regarding financial matters  Processing direct debit donations  Answering the phones, checking phone messages and emails on a daily basis  Opening and recording mail on a daily basis and recording and franking outgoing mail  Ensure staff whereabouts board is updated weekly.  Co-ordination of meeting room appointments and ensuring meeting room is set-up in advance of all meetings.  Ensure adequate stocks of Women’s Aid stationery.  Sending out information on request  Ensuring reception area is tidy

Occasional Duties  Assisting preparation of funding applications.  Assisting the preparation of adhoc financial reports for internal use and/or external organisations.  Attending internal meetings.  Assisting with the preparation of documentation for the auditors and answering queries  Any additional ad hoc duties as requested by the finance manager

COMPETENCIES:

Knowledge/skills  IATI qualified or equivalent with a minimum 5 years post qualified experience essential  Working knowledge of computerised accounting software.  Understanding and experience of P.A.Y.E. system.  Knowledge of accounting software Sage Line 50 and Thesaurus or similar.  Good working knowledge of phone systems and other communication technology. Previous reception experience essential.  Keeps up to date with organisations day to day business (ongoing projects, conferences, job interviews).  Methodical and consistent approach to work.  Able to work to deadlines.  Good time-keeping  Embraces change as an opportunity not a problem.  Ability to learn and use new accounting and communication technology and to seek out new and additional duties.  Demonstrates ability to generate new ideas and acts on them accordingly.  Interest in Violence against women and Women’s issues.  Experience in the voluntary/NGO sector.

Communication  Expresses information effectively in both written and verbal communication.  Asks for input from others to clarify issues and potential actions.  Warm empathetic manner.  Works effectively with colleagues and managers to accomplish results.  Supports other individuals working within the financial resources department and other departments on matters relating to accounts procedures.  Responds constructively to suggestions and supervision, following through on tasks.

Decision Making /Problem Solving  Ability to make prompt, timely, prudent decisions after considering all relevant factors and evaluating probable outcomes.  Within clearly defined limits, takes appropriate action when confronted with new, difficult or complex situations ( which includes seeking advice from finance manager when necessary).  Transfers knowledge from previous experiences to new situations.  Ability to use good judgement and take appropriate action with new, difficult or complex situations, particularly in relation to difficult helpline calls to reception.

Accountability/Responsibility/Professionalism  Maintains good standards of behaviour and performance.  Maintains appropriate professional boundaries with clients and colleagues.  Maintains confidentiality regarding financial information.