We're hiring a Finance and Administration Coordinator!

/ ShoutOut/

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Hours: Part time, 17 hours per week

Place of Work: Outhouse, 105 Capel Street, with flexible arrangements for working from home. 

Salary:  €32,000 - €36,500, pro-rata

Annual leave entitlement: 25 days per year, pro-rata

Reporting to: Executive Director

Supported by:  Executive Director, Staff Team, Steering Committee, Board of Directors

Term: 12-month fixed term contract, renewable subject to funding and performance

Probation Period: 6 months

Starting date: ASAP

Application deadline: 5th May 2024

Overview:

ShoutOut is a registered charity committed to improving life for LGBTI+ people by sharing personal stories and providing educational programmes. We work with school students, teachers, youth workers, social workers, higher education institutions, sporting bodies, NGOs, workplaces, and other organisations on LGBTI+ issues. 

ShoutOut started in 2012 as a group of friends who wanted to make a difference in their community. We envision a culture which is accepting and celebratory of diversity, where no one is excluded based on their sexual orientation, gender identity, gender expression, or sexual characteristics. Our values are education, inclusion, transparency, and resilience. 

Our priority is to live by our values as a workplace. ShoutOut is committed to providing a fair, equitable place of work for all our employees as well as the volunteers who give so generously of their time and expertise. 

Purpose of this Role:

Working primarily with the Executive Director, the Finance and Governance Coordinator will support ShoutOut in meeting our financial and operational commitments with regards to administration and governance. We are seeking a highly motivated individual with a passion for LGBTQI+ inclusion to work across our team in streamlining our financial and administrative processes.

Finance and Governance Coordinator Role & Responsibilities:

Financial Administration:

  • Assisting with the financial management of the charity including liaising with ShoutOut’s bookkeepers, grant reporting, annual budgeting and forecasting;

  • Financial administration of workshops and training including invoicing and supplier onboarding;

  • Compilation of essential information for reports to funding bodies;

  • Assisting Executive Director and external accountant in preparing files and  correspondence for annual audit;

  • Ensuring debits/expenditure are authorised, coded and paid via online banking system within strict deadlines; 

  • Management of Bank of Ireland administration including updating payees and wages;

  • Supporting staff teams with budgeting requirements for various programme areas  throughout the organisation; 

  • Processing invoices, credit card payments and expense requests;  

  • Reconciling queries with external accountant; 

  • Contributing to funding applications;

  • Ensuring all financial policies, procedures, protocols and guidelines are kept up to date with legislative requirements and are systematically reviewed;

  • Managing debtors list and reconcile with staff; 

  • Managing usage and users of ShoutOut’s accounting software QuickBooks, and train new staff on procedures; 

  • Setting up and track invoices sent from Quickbooks; 

  • Running code reports from Quickbooks; 

  • Processing monthly staff pension for staff and liaise with pension provider as necessary;  

  • Assisting with financial details for funding applications and reports to funders;

  • Updating SalesForce with relevant supplier, customer, donor and fundraiser information as necessary;

  • Providing other supports as needs evolve. 

Board Administration & Governance

  • Assisting Executive Director in preparing papers and reports for board and  committee meetings and reports to funders as required;

  • Assisting Executive Director with administrative and logistics support for  annual AGM; 

  • Providing administrative and logistics support for board and staff recruitments; 

  • Providing full logistics for meetings across the organisation i.e. agenda, minutes,  venue/catering, GCal appointments etc; 

  • Preparing and sending papers and documents in advance of meetings; 

  • Tracking status of agreed actions and sending timely reminders of outstanding deliverables;

  • Maintaining and updating ShoutOut’s governance calendar;

  • Supporting the development and review of ShoutOut’s internal policies and procedures;

  • Assisting Executive Director in filing reports, returns, and notices to the CRO and CRA;

  • Assisting Executive Director in preparing the annual report to the CRO and CRA;

  • Supporting ShoutOut in the implementation of the Charities Governance Code;

  • Providing other supports as needs evolve. 

General Administration

  • Postal and other office duties;

  • Training calendar administration and support;

  • Be jointly responsible with the other members of the team, for the use and maintenance of all computer systems and manual systems as required.

Contribute to the culture of ShoutOut

  • Attend virtual and in-person staff meetings 

  • Participate in periodic staff retreats, events, trainings, and volunteer opportunities 

  • Collaborate with ShoutOut staff on cross-organisational topics and discussions 

  • Any such other relevant duties as the Executive Director and/or the Board of Directors shall deem necessary for the effective implementation of ShoutOut’s programmes and activities.

Essential Criteria / Competencies:

  • At least 2 years’ relevant professional experience;

  • Experience in financial administration at an organisational level;

  • Experience of using accounting and bookkeeping software;

  • An understanding of best governance practices for companies and charities;

  • Experience with FRS 102 SORP;

  • Experience in relation to bank reconciliations and bookkeeping;

  • Experience in managing and tracking budgets;

  • Experience in reporting to funders on expenditure;

  • Experience in preparing projected budgets and cashflows;

  • Exceptional financial & administration skills;

  • Ability to work on multiple tasks and priorities simultaneously;

  • Proven ability to meet deadlines;

  • Be eligible to work in Ireland.

  • Excellent written and verbal communication skills.

  • Excellent time management skills.

  • Excellent organisational skills.

  • Competency in G-suite, particularly Google Sheets.

Desirable Criteria / Competencies

  • Experience with or willingness to familiarise themselves with CRM systems, specifically Salesforce;

  • A passion for LGBTQI+ inclusion;

  • Experience in applying for and reporting on grants.

ShoutOut is an equal opportunities employer, and we are committed to building a diverse and inclusive workplace. We do not discriminate on the basis of race, ethnicity, colour, class, ancestry, national origin, religion, sex, sex characteristics, sexual orientation, gender identity or expression, age, disability, antibody status, marital status, membership of the Roma or Traveller community or any other legally protected status.

 

Key Relationships

Internal: 

  • Executive Director

  • Staff Team

  • Steering Committee

  • Board of Directors

External: 

  • Bookkeeping services

  • Funders

  • Statutory bodies

Practical arrangements:

Hours & place of work

This role is part-time, 17 hours per week. There will be some evening and weekend work required in order to support Board activities, compensated through a TOIL system. 

ShoutOut’s office is located in Dublin city centre. ShoutOut follow a hybrid working model; staff are encouraged to attend the office 2-3 days per week, depending on calendars, for collaborative work but have the option to work from home when not required to attend meetings in person. These arrangements are flexible and agreed between team members. 

Holidays

25 days p/annum pro-rata.


Protection & Safeguarding Policies

ShoutOut promotes the safeguarding and welfare of our clients and volunteers. The successful candidate will be expected to follow the organisation’s guiding principles and safeguarding procedures at all times and any offer may be conditional on Garda vetting and reference checks. 


Confidentiality

The post holder will be expected to adhere to a high standard of confidentiality with regards to the personal data of workshop clients, volunteers, and fellow ShoutOut personnel. 


Data Protection & Privacy

ShoutOut is committed to the highest level of compliance with European data protection legislation, and all candidate data will be processed, stored, and retained with respect to this legislation. Upon submission of your job application, the recruitment subcommittee will store and access your information in order to process and consider your application. Where the services of a third party are used in processing your application, it may be required to provide them with information. All necessary precautions will be taken to ensure the security of your data. To make a request to access your personal data please submit a request by email to dataprotection@shoutout.ie ensuring that you describe the records you seek in the greatest possible detail to enable us to identify the relevant record(s).

Benefits

  • Employee Assistance Programme;

  • Hybrid working;

  • Training and professional development opportunities, including access to training funds and study / exam leave;

  • Bike to Work Scheme and TaxSaver tickets;

  • Family flexible working hours;

  • 25 annual leave days, TOIL allowance, and company leave days.

Other important information

Should the nominated candidate decline to take up the position, the hiring panel will, at our discretion, select and contact another shortlisted candidate for nomination. 

ShoutOut will not be responsible for reimbursing any expenses incurred by candidates.

Submitting an Application

The deadline for applicants is 11 PM, 5th May 2024. Applicants must apply by emailing a CV and cover letter to info@shoutout.ie.

In your CV and cover letter, please highlight any experience you have in financial administration and bookkeeping, experience in company and charity governance and general team administration. 

We will inform candidates if they have been shortlisted via phone or email. Unfortunately we can only offer individualised feedback to shortlisted candidates. Initial interviews will take place on Zoom. Shortlisted candidates will be informed of the date and time of their interview in advance. Candidates should note that canvassing will disqualify. Any questions regarding the role or recruitment process may be emailed to director@shoutout.ie. 

To apply please email a CV and cover letter to info@shoutout.ie by 11 PM, 5th May 2024.