Dogs Trust Ireland

Job Title:

Finance and Office Manager

Reporting to:

Executive Director Ireland

Responsible for:

Finance Department

Location:

A hybrid working model with a combination of remote and in-person (Dublin office) working.

Job Purpose

The overall purpose is to produce accurate and timely monthly management accounts, annual budgets and forecasts, and to provide a high-quality financial support service to budget holders in a partnering capacity within the charity. To manage the year end accounts process and to lead on strengthening financial systems and controls to support the growth of the organisation. It also oversees the running of the IT function and small head office.

Overview of the Department/Team

Dogs Trust is the largest dog welfare charity in Ireland. In 2023, Dogs Trust cared for over 1,500 dogs; we exist because we believe every dog deserves to live life to the full.

The Finance team is responsible for the financial probity of Dogs Trust Ireland (DTI), and to support the charity to achieve its strategic aims through the successful delivery of accurate and timely financial and management accounting, treasury accounting, internal audit, and managing the charity's exposure to related risk. Current turnover is circa €10m and is still growing and staffing levels are approximately 95.

The role includes the line management of the small finance and IT/Office team, comprehensive of all line management responsibilities such as holding 1-1s, setting work and deadlines, monitoring performance and holding annual appraisals.

DTI is a subsidiary of the UK Dogs Trust Group, therefore there are also reporting requirements to Dogs Trust UK. This role is an essential part of the Senior Management Team in DTI as well as being the finance business partner to the Executive Director or his/her delegate/s. They will also work closely with and be a member of the Group Finance Team.

Key areas of accountability

Manage the Finance Team (comprising Assistant accountant, Accounts Payable & Assistant Finance and Office administrator) and an IT Infrastructure Analyst (who is also matrix managed by Dogs Trust UK) and continue their development through 1-1s and performance management process.

Prepare monthly management accounts and support senior budget holders to understand and interpret financial information. Prepare cashflow forecast, monthly or as directed. Complete accurate and timely balance sheet and bank reconciliations, ensuring all control procedures are followed.

Responsibility for the year end accounts and audit process, managing the relationship with external auditors, including preparing statutory accounts, supporting schedules and explanations for year-end audit.

Responsibility for VAT and tax management for the organisation. This will include a review of prepared returns, assessment of correct tax treatment for new activities and regular review of the appropriateness of current arrangements in the light of updates to tax legislation and guidance.

Managing Accounts Payable/Receivable, ensuring a high standard of delivery. Managing requests and developments required by other Dogs Trust departments

Manage the annual budget process from initial preparation for budget holder meetings through to Board budget packs (both for Ireland and Group boards) and finalisation. Create financial modelling and forecasts, capex plans for the year as required. Co-ordinate preparation of KPIs, advise upon variances and ensure data is consistent and robust.

Ensuring Regulatory Returns are filed within deadlines e.g. Companies Registration Office, Charities Regulator. Lead on identifying and implementing efficiencies in finance processes and controls. Responsible for updating and maintaining of the risk register across all departments and risk managers.

Preparing required reporting for the UK Group & Boards including monthly management accounts, schedule of annual compliance with statutory deadlines, and details of intercompany transactions

Hold the relationship with bank, insurance and utility providers, ensuring sufficient cover and cost-effective services.

Ensure smooth running of the office facilities in Dublin, including responsibility for provision of equipment, stationery, etc and a safe working environment.

Lead on identifying and implementing efficiencies and effective ways of working in finance and office processes and controls.

Oversight of procurement activity and sustainability for the charity, liaising closely with the group efficiency and sustainability team.

Person Specification

Essential skills, qualifications, experience, and attributes

Professional accounting qualification

Experience of managing staff and developing skills

Demonstrable experience of taking responsibility for, and producing management accounts, budgets including tracking and forecasts 

Previous experience of working with managers in a business partnering capacity and of managing those with business partnering responsibility

Demonstrable experience of managing the year end process for a large organisation

Excellent communication skills, particularly the ability to support, explain and contextualise financial matters to senior non-finance colleagues

Ability to cope under pressure and juggle competing demands to meet deadlines

The ability to work accurately and thoroughly, paying attention to detail and working to set deadlines

An excellent standard of computer skills, particularly Excel to a high level and to pick up new systems quickly

Leads by example; hardworking with a customer-service focus and maintaining awareness of strategy and 'bigger picture'

Positive attitude and committed team player with a warm approach to people from all backgrounds

Desirable skills, qualifications, experience, and attributes

Previous Charity SORP experience desirable

Unit 4 finance system

Additional information

It is a permanent contract and the post holder is contracted to work 40 hours a week (9am-5pm Monday-Friday). Travel and overnight stays, both within Ireland and the UK, may occasionally be required.