Financial Administrator

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JOB DESCRIPTION

Job title: Financial Administrator

Contract Hours: 36 per week

Salary range: €45,000 per annum

Responsible to: PSMG Director of Finance & Provider

Responsible for: Finances of Maryfield Nursing Home

Purposes of the job:

• Work closely at all times with Maryfield senior management team and PSMG Generalate Finance team to meet the Nursing Home’s objectives.
• Preparation of timely and accurate Management Accounts and Reports.
• Management and Maintenance of Finance Function
• Assist and support Maryfield senior management team where required.
• Systems development and improvements for increased efficiencies.
• Prepare annual accounts and supporting documents for Audit Purposes.
• Prepare and collate annual budgets.
• Control of staff wages
• Auto enrolment in Pensions

Main duties and responsibilities:

1. Work closely with Maryfield senior management team and PSMG Generalate Finance team, keeping them informed especially in relation to matters that could affect the workflow and the Home’s finances.

2. Maintaining accounting system (Sage) incorporating all ledgers, accounting records, cashbooks, and bank accounts, ensuring the daily banking of income and the regular reconciliation of bank and other cash and balance sheet control accounts.

• Plan and prioritise tasks to ensure efficiency at all times including peak times e.g. month end, year end and ad hoc peak times ensuring deadlines are met.

4. Ensure completeness and accuracy in billing for income due to the Home. Invoices to be issued on a timely basis and reconciled to receipts on a regular basis. Issue regular and timely invoices to residents for any recharges; All income should be supported by an invoice and in no circumstance should bank receipts be booked directly into Income. Accrue income for service provided that have not been invoiced when preparing management and year end accounts.

5. Work with Director of Nursing to maintain an up-to-date database for all income agreements and related correspondence. An invoicing register should also be maintained to include all the information required for billing purposes.

6. Credit control – Ensure that debtor balances are cleared within 2 months of invoicing. Work with Director of Nursing to clear all balances over 2 months. Submit details of any write-off’s required to the Directors for approval.

7. Manage the purchasing process by ensuring that relevant authorisations are obtained in line with the Finance Policies and Procedures; Correctly code and post all invoices to ledgers in a timely manner; Settle all invoices by their due dates; Follow up on any queried invoices and resolve in a timely manner; Accrue all significant costs for management accounts where invoices have not yet been received.

8. Prepare quarterly management accounts together with supporting schedules and provide detailed commentaries to explain variances against budget; Respond to queries raised by Generalate Finance in a complete and timely manner; Report on all KPI’s giving insight into the Home’s performance; Constantly work towards improving the quality of financial reporting; review all workflows to improve operating efficiencies and reduce the time required in collating data and accounts preparation.

9. To maintain effective and accurate payroll system i.e., Micropay & Focus Time & Attendance system. Deal with all employee payroll queries. Prepare year-end returns for statutory agencies where required. Monitor Auto enrolment.

10. Ensure that all necessary documents in relation to building and equipment maintenance contracts and leases are maintained.

11. Ensure that appropriate inventories are maintained for residents’ cash and property, the Nursing Home’s assets and other equipment and consumables.

12. Attend and contribute to meetings and training events, including your own supervision and appraisal meetings, as part of self and Nursing Home development.

13. Prepare year end accounts and supporting documentation for the annual audit and liaise with auditors to resolve queries on a timely manner.

14. Collate and prepare the Nursing Home’s annual budget and detailed commentaries in conjunction with the Maryfield senior management team and PSMG Generalate Finance.

15. Confidentiality – Financial Administrator will have access to information concerning the medical or personal affairs of residents and/or staff including Nursing Home’s business. Such records and information are strictly confidential and unless acting on the instruction of an authorised person, on no account must information concerning residents or staff, or Nursing Home business be divulged or discussed except in performance of normal duty.

In addition, records may never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. The Frances Taylor Foundation Chapelizod CLG has responsibility for its own finances. Financial queries should be responded promptly and professionally, reporting, and seeking advice on any serious matters and disputes from line manager.

16. Health & Safety – It shall be the duty of every employee, while at work, to take reasonable care for their own safety, health and welfare and to report to their manager, without unreasonable delay, any defects in equipment or system of work which might endanger safety, health, or welfare, of which they become aware.

17. Continuous Improvement - The Frances Taylor Foundation Chapelizod CLG t/a Maryfield Nursing Home is committed to Continuous Quality Improvement and all members of staff employed are expected to play an active role in developing and improving services to benefit of residents.

18. Carry out any other duties as reasonably required in accordance with the Nursing Home’s philosophy, policies and procedures, with particular attention to Health and Safety regulations and as directed by your line manager.

Duties and responsibilities of this post may change and develop over time and so this job description may be subject to change from time to time. Your line manager will propose appropriate changes as necessary

Job Types: Full-time, Fixed term
Contract length: 12 months

Pay: €45,000.00 per year

Benefits:

• Bike to work scheme
• On-site parking

Education:

• Advanced/Higher Certificate (preferred)

Experience:

• Financial accounts: 3 years (preferred)
• Financial Administration: 3 years (required)

Work Location: In person

Expected start date: 02/02/2026