Title of Post

Facilities Officer and Finance Administrator (one position)

Location Employment Type

National Office, 4 Christchurch Square, Dublin 8 Fulltime and specific purpose contract to cover maternity leave. **Commencing May 2014 ** €25,498 - €38,601 lsi Lorna Lee 01 4530355 [email protected] Lorna Lee, HR Dept, Barnardos 4 Christchurch Square, Dublin 8 5pm Wednesday 19th March 2014

Salary Contact Person Email address for applications Postal address:

Closing Date Experience Required

Qualifications Required

Minimum of two years relevant experience essential (in a similar Facilities/ Property management role).

Leaving Cert or equivalent minimum level of education. Intermediate working knowledge of MS Word, Excel, and Outlook essential.

Application Procedure Applicants should complete the Application Form and email it to the contact person listed above or post it to the postal address above before the closing date. Shortlisting will apply Candidates who are moved to the 2nd stage of our Recruitment process are required to complete a medical questionnaire and a Garda Vetting Form. References will be taken up at this stage. Note to Applicants Persons who have availed of the 2010 Voluntary Early Retirement, 2010 Voluntary Redundancy or the previous Incentivised Scheme for Early Retirement from the Department of Health are not eligible for employment in a body wholly or mainly funded from public moneys. Where Voluntary Redundancy was availed of this prohibition will last for a period of 7 years. These prohibitions also apply in relation to a Contract for Service with Barnardos. Applicants should confirm what terms are applicable to them in their own circumstances.

Information Note for this Position

Name of the Department: Finance Address/Location: National Office, Christchurch Square, Dublin 8. Contact Details: 01 4530355 What is Barnardos? Barnardos supports children whose well being is under threat, by working with them, their families and communities and by campaigning for the rights of children. Barnardos was established in Ireland in 1962 and is Irelands leading Children’s charity. What does the Finance dept do? The Finance department provides financial support to Barnardos services and projects and manages the finances of the organisation. We provide the following services: Process Payroll, Pensions & Expenses Payments to suppliers Budget Preparation Produce the Financial Statements Liaise with the Auditors Reporting to and negotiations with Funders Detailed review of actual income/expenditure to budget Property Insurance Legal What will the Facilities Officer and Finance Administrator be doing? The role is spilit between facilities and finance administration support to the Finance team. Barnardos has 40 projects, offices and shops across Ireland and the post holder is required to take the lead on any facilities/ property related matters in the organisation. The main responsibilities are as follows:      

Co-ordinate and administer Barnardos property portfolio. Maintain and manage the property database. Keep effective & up-to-date property records. Administer the insurance policy of the company. Take the lead on facilities issues in the National (Head) office. Provide Finance support such as setting up new creditor payments and approving bank transfers and assist with Pension administration.

Where can I find out more? www.barnardos.ie/jobs

Facilities Officer / Finance Administrator Job Description Post:

Facilities Officer and Finance Administrator

Location:

Barnardos National Office

Responsible to:

Finance Manager and Director of Finance

Works with:

Finance Team

Job Purpose To provide an efficient and flexible administrative support service to the Finance team, with a specific focus on co-ordinating Barnardos property portfolio and facility management of the National Office. Core Job Requirements  To proactively coordinate and administer Barnardos property portfolio under the guidance of the responsible director including to: o Co-ordinate the legal progress of leases between the company’s solicitors and the relevant local contact. o Liaise with the relevant people internally with regards to lease renewals and rent reviews when arising o Maintain and manage the property database o Keep effective and up-to-date property records in the company’s central files o Manage operational matters arising 

To be responsible for facilities management in the National Office including management of the premises maintenance contract. This will include responding to facilities maintenance queries and issues to ensure that they are resolved and administering all property related contracts e.g. maintenance, alarm monitoring, fire alarm maintenance, lift maintenance for the Nationa Office. Putting facilities related contracts to tender to ensure competitive pricing. Assisting with facilities maintenance issues relating to the Buckingham Street premises as required and being the point of contact for car park and common area maintenance issues.

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Overseeing caretaking duties and the cleaning contract.

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Processing and approving facility related invoices.

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To administer the insurance policies for the organisation under the guidance of the responsible director including:

o o 

Administering the annual insurance policy renewal returns, resolving any broker queries, and ensuring adequate policy in place on time on an annual basis (April) To handle ongoing insurance related queries for the property, services and activities of the organisation.

To assist the Finance Director with administration of the pension schemes and life assurance policy for the organisation

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To take responsibility for helping with property and other projects as assigned.

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To provide administrative support for the Finance Director including supporting the director in filing, scheduling meetings and making any arrangements as requested.

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To collate, distribute agenda and other papers, take the minutes and prepare draft minutes for approval for key sub-Board committees e.g. Property Committee, Audit Committee, Finance Committee and Pension Trustee meetings.

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To provide administrative support to the finance team including: setting up new creditor payment details and approving bank transfers.

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To run the purchase card system (Decal) including o Processing applications for new cards o Reviewing month transactions, reconciling to the bank and preparing monthly journal o Acting as administrative support for system users.

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Deal with internal or external queries in order of priority in a timely, efficient and friendly manner i.e. post, e-mail, telephone and fax and in person.

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Provide cover as set out in the Administration rota, including reception cover and post duties.

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Any other duties that may be requested from time to time.

Requirements Specific to this Post  To support the modernisation of work processes and technology and to participate and contribute to these developments 

To welcome training opportunities, as a result of developments in processes and technology, performance management or otherwise

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Assist in the implementation of process and technology developments relating to finance throughout the organisation

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To work on own initiative and consult where appropriate while managing interruptions to other team members.

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Provide cover for other team members where appropriate

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Appreciation of the role in an organisational context

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To strive to continuously improve the service provided by the finance department

Requirements of all Barnardos staff  Commitment to the purpose of Barnardos and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations 

To participate in regular supervision with your line manager

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To actively participate in team and staff meetings and service reviews/ evaluations and to contribute to the development of policy and practice with your area of work and within Barnardos as a whole

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To report any area of concern to your line manager in a timely manner

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To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.

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Have a flexible approach to the work in response to organisational change, development and review of best practice.

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Participate in and engage with a performance management programme.

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Identify training needs with your line manager and participate in training opportunities appropriate to the role

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To be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Officer.

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To participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate

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To undertake other duties as may be requested by the line manager from time to time

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To undertake your work in a manner that is friendly, flexible and informal.

Note: this Job Description will be reviewed and updated in line with the needs of the work

Facilities Officer and Finance Administrator Person Specification

Personal attributes 

Excellent communications and interpersonal skills

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Teamwork required and the ability to work in collaboration with others

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To be able to self-manage and have an excellent sense of the workload and priorities.

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Good administrative and organisation skills

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Ability to work on own initiative and to consult where appropriate

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Awareness of confidentiality and the ability to deal with sensitive queries

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Ability to prioritise competing demands

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Flexibility and adaptability in terms of tasks and time is essential for this post.

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Fluent in written and spoken English.

Experience Minimum of two years relevant experience essential.

Qualifications Leaving Cert or equivalent minimum level of education. Intermediate working knowledge of MS Word, Excel, and Outlook essential.