School/Department:        Department of Sport and Recreation (Trinity Sport)

Job Category and Level: Professional, Administrative & Support; Administrative 2

The Purpose of the Role

Trinity College Dublin is seeking to appoint an experienced finance and administration manager, who as part of the Department of Sport senior management team will have primary responsibility for strategic and operational financial planning, projections, budgeting and administrative and office duties. The role is responsible for financial plans, reports and forecasts for a number of existing and forthcoming projects; to coordinate and reconcile the Departmental budget and accounts; and supervise the effective and efficient running of day to day office and finance administration. This appointment will complement the existing management, administrative structures and processes within Trinity Sport and will strongly link to the future impending Strategy for Sport and Trinity Strategic Plan. The role will involve working closely with the Trinity Sport team (Department of Sport and Trinity Sport Union), supporting management, staff and colleagues, liaising with members, suppliers, stakeholders, sports clubs, coaches and volunteers, interacting with students, staff, graduates and University communities across the range of services.

Working in conjunction with the Finance Partner for the Corporate Services Division (CSD) the role will also involve advisory, oversight and functional financial skills support when required.

As part of an integrated administration and management structure within Trinity Sport, this will include providing oversight in ensuring financial, health and safety, governance, and other relevant policies are implemented appropriately, along with driving the financial performance of all units using modern processes and systems to streamline transactions and ensure financial and administration compliance.

The candidate will have experience of managing a variety of financial planning processes, will have good business acumen and strong skills in reporting, monitoring and evaluation. Experience within the sports business or financial sector and/or third level would be beneficial.

Trinity Sport is the overall identity and integrated structure for all sporting provision at Trinity College Dublin and consists of the Trinity Sport Union (TSU) and the Department of Sport and Recreation.

The Department of Sport is responsible for the development of sport at the University through the provision of appropriate facilities, support services and programmes that encourage active participation in sport and physical activity by students, staff, graduates, and the university community. This is driven by the current strategy for Sport and Physical Activity, entitled Realising Potential, which places a key emphasis on increasing participation and performance opportunities to all students at the University, under pinning this is enabling pillars and governance. The Sports Department is tasked to raise almost all its required income and operate on a not for profit self-financing basis. The Trinity Sport Union are in receipt of University capitation funding, which is separate financial budgeting process

The role is a university position and will be a key member of the Department of Sport senior management team, supporting the department leadership under the Director and Deputy Director of Sport and Physical Activity and other unit managers and staff, in particular the Business Development unit. The role offers an opportunity to work in a team interacting with students, staff, graduates, and University communities across the range of services. It will involve close liaison with all sport management and staff, the TSU and its officers and clubs, CSD Finance partner, Financial Services Division (FSD), Director of Student Services and services colleagues and University staff, and a host of other sport stakeholders. The role may change in line with strategic goals and/or in response to the demands of the business.

Main Responsibilities

This is a list of the tasks, duties, and responsibilities for the role.

• Assist in the preparation of Business Plans for facility and development
• Preparation of timely reports, annual budget plans, targets and
• Operate and supervise procedures required for the College Financial Information System (Oracle) – oversee orders, invoices, refunds, payments, transactions, reconciliations and reports etc.
• Develop and oversee the procedures for cash security; lodgement of income, petty cash, and cash handling, and all payment transactions.
• Responsibility for online payments and Card payments/transactions
• Oversee and manage the raising of invoices, Purchase Orders, and payment arrangements
• Provide oversight of the monthly Direct Debit payments and internal salary deduction payments
• Liaise with suppliers, sponsors, donors and customers
• Administration of the leisure Management database system (Gladstone MRM) and associated modules for transactions, reports and information
• Reconcile transactions from Oracle, Gladstone and other, to provide monthly financial management reports and liaise with key staff to monitor financial targets and budgets.
• Organise monthly financial management meetings in conjunction with the Head of Sport or
• Oversee procedures for staff payments to include overtime, expenses, training and casual pa
• Manage monthly Income and Expenditure trackers for sponsorship funding, strategy for sport projects and the like.
• Link with the CSD Finance Partner to support the other student services when required or appropriate, and to provide advice and support to when required to the Director of Student Services and/or other student service directors.
• Work as part of the Trinity Sport Senior Management Team to activate and deliver strategic and operational objectives set out as part of a workplan agreed annually and reviewed regularly with the Director of Sport and Physical Activity.

Administration

• Provide administrative assistance to the Director and Deputy Director of Sport and Physical
• Assist with general reports, business developments, communications and enquiries
• Develop and assist with Service Level Agreements where appropriate
• Develop and oversee the general administrative processes and procedures and office administration
• Update and oversee the central staff records systems and reports such as annual leave, sick leave, asset register, insurance, and event logs.

General

• Ensure a high standard of customer care
• Provide expertise and assistance when required for other members of the team and assistance with special projects.
• Liaise with various areas in University, suppliers, contractors and external bodies as appropriate and when required
• Assist with the strategic development of Sport and Recreation in the University, in partnership with colleagues as required and represent Trinity Sport at meetings and events.
• Any other duties that arise from time to time as directed by the Director/Deputy Director of Sport and Physical Activity
• Deputise for colleagues as required and represent Trinity Sport at meetings and events

Person Requirements

The post-holder will require the following knowledge, skills and attributes for successful performance in the role.

Qualifications Essential

• The person must have a degree in business or finance related area
• A nationally recognised accountancy qualification

Desirable

Additional qualifications (postgraduate or certificate) in business, finance, sports management, governance, and project management.

Knowledge & Experience Essential

• Minimum of two year’s supervisory experience within administration and finance is essential
• Proven experience in financial planning and budgeting – demonstrated examples is essential
• Excellent financial acumen with demonstrable experience of streamlining processes and functions, essential
• An interest in sport, health and/or fitness is essential
• Experience in supervising staff in a rapidly changing environment, desirable
• Proven ability to develop creative solutions to multi-faceted problems, desirable
• High customer care and safety standards are essential including a proven experience of managing internal and external customer relationships on behalf of the organisation, desirable
• Experience of administration of third level education/service , desirable

Skills

• Excellent interpersonal and communication skills (both written and verbal)
• Accuracy in work outputs, ensuring details are completed
• Excellent financial administration and planning skills
• Good organisational skills
• Excellent IT skills are Experience with membership database systems and the manipulation of data would be desirable.

Personal attributes

• Work flexibly as a leader and motivator, working as an active, efficient and helpful team player, and delegate tasks as required.
• Resourceful: Ability to work under own initiative, ability to find information/advice and high ability to problem solve. Ability to be innovative with a ‘can do attitude’.
• Flexible approach to working arrangements (remote working available), occasional demands of the post require work outside normal office working hours
• Capacity to assume additional responsibilities as and when necessary
• Conscientious: Have a pro-active approach to work, anticipating and resolving problems in advance; have keen attention to detail – from anticipating and addressing issues in advance to understanding requests and delivering quality work with minimal errors
• Pays close attention to quality standards
• Committed to achieving results, putting in additional effort as required
• Ability to build productive professional relationships with a variety of user and stakeholder groups
• Helpful, friendly and courteous approach to colleagues, students, staff and customers
• Relationship management skills and openness to feedback

Note: this Job Description may be subject to change to reflect the evolving requirements of the Department

Trinity Competencies

In Trinity there are 6 Core Competencies that are applicable to all roles across a range of professional, administrative and support jobs, unlike specialist or technical skills which may be job specific. They provide a common language for describing performance and the abilities/attributes displayed by individuals. They focus on ‘how’ tasks are achieved, not ‘what’ is achieved.

Below is a summary definition of the 6 Core Competencies.

 

	Competency	Summary Definition
1	Agile Leader	Sees the big picture and harnesses opportunities to achieve the University’s goals. Creates clear directions for the future and how to get there.
2	Unlocks Potential	Energised, capable and confident to take ownership and responsibility for their development and goals. Motivates, supports and develops people to perform to the best of their ability.
3	Service Ethos	Finds ways to increase stakeholder and customer satisfaction. Builds relationships, is proactive and delivery focused in order to anticipate, meet & exceed expectations.
4	Build Trusted Relationships	Communicates in a clear and respectful manner building trust and commitment for mutually beneficial outcomes.
5	Decision-making	Confidently makes timely decisions based on knowledge, evidence and sound judgement.
6	Achieves Results	Delivers results by setting direction, planning, executing and evaluating impact.

Closing Date for applications is Wednesday 22nd January 2025.   To apply please go the TCD Vacancies Portal.

 

Tagged as: Sports Finance