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HR Policy and Procedures

Section 5: Sample Job DescriptionsRepublic of IrelandRev 1.1 April 2007

Sample Job Descriptions

Rev 1.1 Apr 2007 2

DISCLAIMER This document does not represent legal advice or purport to be a legal interpretation of any legislation or regulation or standard rules. Whilst every effort is made to ensure the information is accurate, responsibility cannot be accepted for any liability incurred or loss suffered as a consequence of relying on any matter published herein. Appropriate professional advice should be taken before acting or refraining from acting on the basis of this document.

© Irish League of Credit Unions. No part of this document may be copied without written permission from the Irish League of Credit Unions.

Rev 1.1 April 2007

Sample Job Descriptions

Rev 1.1 Apr 2007 3

Table of Contents

TELLER JOB DESCRIPTION ......................................................................................................................... 4 CASHIER JOB DESCRIPTION ....................................................................................................................... 6 SENIOR CLERICAL ASSISTANT JOB DESCRIPTION ............................................................................. 7 LOANS OFFICER JOB DESCRIPTION......................................................................................................... 8 CREDIT CONTROL COORDINATOR JOB DESCRIPTION ..................................................................... 9 CREDIT CONTROL/FINANCE OFFICER JOB DESCRIPTION............................................................. 11 FINANCE COORDINATOR JOB DESCRIPTION...................................................................................... 12 ADMINISTRATIVE COORDINATOR JOB DESCRIPTION .................................................................... 14 INFORMATION TECHNOLOGY COORDINATOR.................................................................................. 16 ADMINISTRATIVE/MEMBER SERVICES OFFICER.............................................................................. 18 MEMBER SERVICES OFFICER JOB DESCRIPTION.............................................................................. 19 MARKETING OFFICER JOB DESCRIPTION ........................................................................................... 20 EDUCATION AND TRAINING OFFICER JOB DESCRIPTION.............................................................. 22 RECORDS COORDINATOR JOB DESCRIPTION .................................................................................... 24 HR MANAGER JOB DESCRIPTION............................................................................................................ 26 OPERATIONS MANAGER JOB DESCRIPTION ....................................................................................... 27 OFFICE ADMINISTRATOR JOB DESCRIPTION..................................................................................... 29 ASSISTANT MANAGER JOB DESCRIPTION............................................................................................ 32 MANAGER JOB DESCRIPTION................................................................................................................... 34 ROLE OF CHAIRMAN/PRESIDENT............................................................................................................ 37 ROLE OF VICE-CHAIRMAN/VICE-PRESIDENT ..................................................................................... 37 ROLE OF THE SECRETARY ........................................................................................................................ 38 ROLE OF THE TREASURER ........................................................................................................................ 39 OTHER INDIVIDUAL ROLES....................................................................................................................... 40 ROLE OF MONEY LAUNDERING REPORTING OFFICER (ROI)........................................................ 41 ROLE OF MONEY LAUNDERING REPORTING OFFICER (NI)........................................................... 42 STAFF LIAISON COMMITTEE: TERMS OF REFERENCE.................................................................... 43 TELLER PERSON SPECIFICATION ........................................................................................................... 45 MANAGER PERSON SPECIFICATION ...................................................................................................... 46

Sample Job Description: Teller

Rev 1.1 Apr 2007 4

Teller Job Description

JOB TITLE: Teller

CREDIT UNION:

REPORTING TO: Manager GENERAL SCOPE OF ROLE:

The Teller will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.

MAIN PURPOSE OF THE JOB:

Reporting directly to the Manager, the Teller will provide an efficient service to members within the authorised limits granted by the manager

MAIN DUTIES:

1. To process standing order payments from members

2. To process transactions relevant to the sub-offices

3. To deal with foreign exchange counter transactions

4. Dealing with all filing of correspondence, photocopying and typing as required.

5. Filing membership application forms, loan applications forms etc.,

6. Computer inputting and printouts.

7. Operating computers and other office equipment as required, following appropriate training.

8. General Office work, post shredding etc

9. Completion of month end reports and balancing

10. Filing on membership application forms; loan application forms; insurance forms etc.

11. Writing up members pass books as required.

12. Dealing with members concerning lodgements and withdrawals.

13. Balancing and Lodging receipts, processing small loans within agreed limits set by the management and board.

14. Checking lists of adult and juvenile members and keeping then up to date.

15. Filing of promissory notes; withdrawal forms and other documents.

16. Answering the telephone and ensuring that telephone messages are passed on to the correct person.

17. Sending out fax messages and distributing incoming fax messages as required.

18. Opening and distribution of post under the supervision of the manager.

19. Preparing lodgements and depositing lodgements in the bank.

20. Issuing and checking foreign exchange

21. Directing members to other credit union personnel as required.

22. Issuing documentation and items of general information to members and non-members as directed.

Sample Job Description: Teller

Rev 1.1 Apr 2007 5

23. Balancing cash on a daily basis.

24. Be conversant with all relevant aspects of the computer.

25. Be conversant with all aspects of LP/LS and DBI claims.

26. Open accounts for and educate new members

27. Responsible for Schools / Youth section

28. Handling of Home Union transactions as required.

29. Handling of other insurance products as required.

30. Dealing with delinquent members within policy guidelines.

31. Dealing with member queries.

32. Dealing with computer difficulties.

33. Preparation of reports for Treasurer, Manager, Committees and Board.

34. Checking of dividends and posting to members accounts

35. Co-operation with manager in the development and/or implementation of new services

36. Dealing with members concerning lodgements, loans and withdrawals.

37. To attend training programmes and workshops as required by the credit union.

38. To be aware of and comply with all Health & Safety regulations as directed by the credit union.

39. To attend and contribute to meetings of such committees as may be directed by the Manager and the board of directors

40. To undertake such other reasonable and lawful duties as may be directed from time to time by the manager.

Signed (Employee): ____________________________________________________________ Print Name: ___________________________________ Date: ______________ Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________ Position: _____________________________________________________________________

Sample Job Description: Cashier

Rev 1.1 Apr 2007 6

Cashier Job Description

JOB TITLE: Cashier

CREDIT UNION:

REPORTING TO: Manager

GENERAL SCOPE OF ROLE:

The Cashier will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Cashier will provide an efficient service to members within the authorised limits granted by the manager

MAIN DUTIES:

41. To take primary responsibility for the reconciliation and documentation of the daily cash lodgements.

42. To ensure that the daily cash needs of the credit union are monitored and to liaise with the ____________________________ Office Administrator/Supervisor/ member services Officer [insert particular role] where bank drawings are deemed necessary.

43. To take overall control of and responsibility for the reconciliation of the foreign exchange facility.

44. To act as teller when required.

45. To act as loans officer as required.






Sample Job Description: Senior Clerical Assistant

Rev 1.1 Apr 2007 7

Senior Clerical Assistant Job Description

JOB TITLE: Senior Clerical Assistant / Teller

CREDIT UNION:



The Senior Clerical Assistant / Teller will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the affective running of the credit union. This may, from time to time include the supervision and training of employees in a more junior role


Reporting directly to the Manager, the Senior Clerical Assistant / Teller will provide an efficient service to members within the authorised limits granted by the manager.

MAIN DUTIES:

1. To act as Cheque Signatory

2. Responsible for training of all new staff in the principles and operating functions needed to carry out the duties of Teller / Cashier in an effective manner

3. Ensuring that all staff members on Teller functions or Foreign Exchange balance at the end of each working day, taking reasonable steps to ensure that where possible any problems are solved on the evening on which the problem arises.

4. To take responsibility for the distribution, balancing and monitoring the adequacy of the float and recommend to management where increases or decreases in the float are required.

5. Ensure a record of all overages and shortages are recorded on a daily basis, and a report made to management on a weekly basis

6. Preparation of weekly staff roster including coordination of lunch and tea breaks as required.

7. Coordination of staff during the working day to ensure administration relating to new members and general filing is kept up to date.

8. Report to management on an ongoing basis on issues pertaining to either staff or members which may give rise for concern.

9. Support management in the implementation of board policies and directives.

10. Oversee work of staff member responsible for stock-taking, ensuring that adequate, but prudent, levels of stack are available at all times.

11. To take overall responsibility for the preparation of and maintenance of appropriate records.

12. To act as teller/cashier as required.





Signed (Employee): ____________________________________________________________

Print Name: ___________________________________ Date: ______________

Signed (On behalf of the Board): _________________________________________________

Print Name: ___________________________________ Date: ______________

Position: _____________________________________________________________________

Sample Job Description: Loans Officer

Rev 1.1 Apr 2007 8

Loans Officer Job Description

JOB TITLE: Loans Officer

CREDIT UNION:



The Loans officer will be accountable to the Manager of the credit union for the management of loans to members offered to the credit union.


Reporting directly to the Manager, the Loans Officer will provide an efficient lending service to members within the authorised limits granted by the manager and other staff credit officers and to interview loan applicants for loans up to the authorised limit.

MAIN DUTIES:

1. To authorise the payments of loans to members subject to such limitations as to amount, duration, terms of repayment and security required as shall have been established in writing by the board of directors of the credit union.

2. To ensure that all loans outside of the loan officer’s remit but inside of the credit union manager’s mandate are placed before the manager for consideration.

3. To ensure that all loan applications not approved by the loans officer or the credit union manager are placed before the credit committee for consideration.


5. To report to the manager on a regular basis, keeping them informed of all matters relevant to the loan officer’s role.


7. To serve as a members of the membership committee if appointed and to deal with membership applications accordingly.






Sample Job Description: Credit Control Coordinator

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Credit Control Coordinator Job Description

JOB TITLE: Credit Control Coordinator / Senior Clerical Officer

CREDIT UNION:



The Credit Control Coordinator / Senior Clerical Officer will be accountable to the Manager of the credit union for the progressive implementation of credit control procedures in consultation with the Manager and Credit Control Officer as a means to minimising the number of accounts in arrears.


Reporting directly to the Manager, the Credit Control Coordinator / Senior Clerical Officer will provide an efficient service to members within the authorised limits granted by the manager.

MAIN DUTIES:

Weekly Arrears Listing and Written-Down Loans:

1. Oversee the weekly review of accounts on relevant arrears listing as carried out by delegated staff member.

2. Oversee subsequent communication to such member by letter and telephone.

3. Conduct identical procedure with regards to written-down loans.

Accounts referred to Solicitor for collection:

4. Weekly communications as a means to reviewing progress.

5. Provision of necessary information and documentation to facilitate the legal process.

6. Accurate completion of legal documentation as requested by solicitor.

7. Court attendance where required.

Other:

8. Retrieval of Credit Control reports from computer as requested by Manager.

9. Rescheduling of member’s loans where requested by manager.

General:



12. Oversee work of staff member responsible for stock-taking, ensuring that adequate, but prudent, levels of stock are available at all times.







Signed (Employee): ____________________________________________________________ Print Name: ___________________________________ Date: ______________

Sample Job Description: Credit Control Coordinator

Rev 1.1 Apr 2007 10

Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________ Position: _____________________________________________________________________

Sample Job Description: Credit Control/Finance Officer

Rev 1.1 Apr 2007 11

Credit Control/Finance Officer Job Description

JOB TITLE: Credit Control / Finance Officer

CREDIT UNION:



The Credit Control / Finance Officer will be accountable to the Manager of the credit union for the progressive implementation of credit control procedures in consultation with the Manager and Credit Control Officer as a means to minimising the number of accounts in arrears, and for the control of areas of financial management as authorised by the Manager.


Reporting directly to the Manager, the Credit Control / Finance Officer will provide an efficient service to members within the authorised limits granted by the manager

MAIN DUTIES:

1. To monitor the credit union’s total loan file and to initiate follow-up where necessary in the event of “no show” and contractual arrears.

2. To liaise with the credit union’s solicitor in the context of bad debtor follow-up.

3. To attend court as necessary in the context of bad debtor recovery.

4. To furnish regular reports to the manager, reflecting the current status, follow-up and legal process, where applicable, on all bad debtor accounts. To ensure that the report is duplicated to the members of the credit control committee.

5. To make recommendations to the manager regarding charge offs and provisions on bad debtor accounts. To ensure that these recommendations are duplicated to the members of the credit control committee.

6. To assist the manager with the maintenance of member accounts, the prime books of account, the nominal control account and the production of the trial-balance.

7. To liaise with the Treasurer with the objective of facilitating the production of the financial statements and cash flow reports.


9. To act as cashier / teller as required.





Sample Job Description: Finance Coordinator

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Finance Coordinator Job Description

JOB TITLE: Finance Coordinator / Senior Clerical Officer

CREDIT UNION:



The Finance Coordinator / Senior Clerical Officer will be accountable to the Manager / Board of Directors of the credit union for the control of all areas of financial management.


Reporting directly to the Manager, the Finance Coordinator / Senior Clerical Officer will provide an efficient service to members within the authorised limits granted by the manager.

MAIN DUTIES:

Preparation of Financial Reports:

1. Responsible for training of all new staff in the principles and operating functions needed in the preparation of financial reports.

2. Oversee preparation of accounts on an ongoing basis to ensure accurate recording and timely balancing of the audit process.

Interim and Year End Audits:

3. Provide explanation and information as requested by the Auditor to ensure timely completion of the audit process.

Returns:

4. Timely completion of annual returns to the Registrar and other reports and / or returns as requested by management.

RPI and SSIA’s:

5. Acquire knowledge of the necessary administrative tasks relating to RPI and SSIA’s.

6. Monitor the progress of the staff member assigned to these duties to ensure satisfactory completion of same.

Computer System:

7. Assist management and other staff assigned to this function in taking the steps necessary to ensure the effective running of our computer system.

Management Information Reports:

8. Ensure the running of all month and year end programs and where appropriate presentation of subsequently produced reports to management.

Retention of Records:

9. Retention of records falling within the areas of responsibility in compliance with current legislation.

Death Certificates:

10. Conduct all work necessary to complete the processing of Death Claims.

Insurance:

11. Carry out administrative duties in relation to insurance, including renewal notices to members where appropriate and returns on schedule to the relevant Insurance Companies.

Salaries:

12. Responsible for the payment of staff on agreed schedule.

13. Ensure that records are kept up to date and adherence to schedules in making returns to the relevant bodies.

Sample Job Description: Finance Coordinator

Rev 1.1 Apr 2007 13

Returned Cheques:

14. Notification to members and the adjustment of their accounts in the event of returned cheques.

15. Initiation of follow-up action with members where required.

16. Maintenance of register.

17. Regular communications and reports to management.

General:











Sample Job Description: Administrative Coordinator

Rev 1.1 Apr 2007 14

Administrative Coordinator Job Description

JOB TITLE: Administrative Coordinator / Senior Clerical Officer

CREDIT UNION:



The Administrative Coordinator / Senior Clerical Officer will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Administrative Coordinator / Senior Clerical Officer will provide an efficient service to members within the authorised limits granted by the manager.

MAIN DUTIES:

Foreign Exchange:

1. Responsible for training of all new staff in the principles and operating functions needed on the Foreign Exchange and Information Desk. Staff training where new products or procedures are introduced by FEXCO/Thomas Cook [insert appropriate company] or by management.

2. Ensuring that all staff members on Foreign Exchange balance at the end of each working day, taking reasonable steps to ensure that where possible any problems are solved on the evening on which the problem arises.

3. Ensure returns are made on a regular basis to __________________ [e.g. Thomas Cook/FEXCO etc]. Where large sums are received from members, ensure a return is made on the day of receipt.

4. Ensure accurate and proper record keeping of foreign exchange transactions.

5. Ensure timely lodgement of commission.

Payroll Deduction:

6. Ensure staff assigned to foreign exchange and information desk process incoming payroll deduction payments

7. Ensure lodgements are made up for same

8. Ensure records are maintained in an orderly accessible fashion.

Communications:

9. Responsible for training of all new staff in the principles and operating functions needed on the main communications desk.

10. Ensuring that this employee carries out the work effectively by overseeing:

• Incoming Calls register

• Correspondence register

• Checking incoming emails

• The quality of delegated work completed with regard to adherence to procedure, accuracy and layout.

11. Satisfactory completion of tasks delegated by management. Such tasks will normally be of a clerical nature or may involve the making of initial or subsequent follow-up telephone calls.

12. Orderly and accurate recording of staff leave and attendance.

13. Ensure a record of all overages and shortages are recorded on a daily basis, and a report made to management on a weekly basis

14. Payment of bill and orderly retention of records.

Sample Job Description: Administrative Coordinator

Rev 1.1 Apr 2007 15

15. Preparation of weekly staff roster including coordination of lunch and tea breaks as required.

16. Coordination of staff during the working day to ensure administration relating to new members and general filing is kept up to date.











Sample Job Description: IT Coordinator

Rev 1.1 Apr 2007 16

Information Technology Coordinator

JOB TITLE: Information Technology Coordinator / Senior Clerical Officer

CREDIT UNION:



The Information Technology Coordinator / Senior Clerical Officer will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities, particularly those involving IT systems, which contribute to the effective running of the credit union.


Reporting directly to the Manager, the Information Technology Coordinator / Senior Clerical Officer will provide an efficient service to members within the authorised limits granted by the manager.

MAIN DUTIES:

1. Report problems arising as soon as possible following the identification to supplier and user group.

2. Monitoring and follow-up action where necessary to ensure satisfactory solutions are obtained.

3. Orderly records of the latter and the former to be maintained.

4. Maintain up-to-date schedules of hardware and software.

5. Ensure compliance with software licensing requirements.

6. Storage of user manuals, documentation verifying compliance with licensing requirements, CD’s and Data tapes in a secure, orderly manner.

7. At 4 monthly intervals ensure passwords for all staff are changed and, in consultation with management, that secure records of the same are maintained.

8. Set up and maintain in consultation with management an internal adjustments procedure. This will involve introducing different levels of access, consulting with other officers to satisfy verification requirements and maintaining orderly up-to-date records of same.

9. Where, in the course of your duties, reports are requested in a format not currently available, or you identify potential improvements to the system or features which in your opinion may be of benefit to the credit union, you will be expected to consult with management and where agreed subsequently follow through to conclusion the possibility of provision with our supplier.

10. In consultation with management, liaise with suppliers to ensure as smooth a transition as possible where new software is being introduced.

11. Internally you will be responsible for drawing up operating procedures in relation to same and familiarising staff with them.

12. Operating web-site administration. The staff member delegated to carry out this task will report directly to you in carrying out this function.

General:







Sample Job Description: IT Coordinator

Rev 1.1 Apr 2007 17




Sample Job Description: Administrative/Member Services Officer

Rev 1.1 Apr 2007 18

Administrative/Member Services Officer

JOB TITLE: Administrative / Member Services Officer

CREDIT UNION:



The Administrative / Member Services Officer will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Administrative / Member Services Officer will provide an efficient service to members within the authorised limits granted by the manager

MAIN DUTIES:

1. To assist the manager in the day to day operation of the credit union and to deputise for them in their absence.

2. To draw up and agree staff rosters for all employees to ensure that all counter points are properly manned at all times.

3. To deal with new membership applications and to advise and assist new applicants in all aspects of the credit union’s operation, services and policies.

4. To take responsibility for the processing of insurance death claims.

5. To work closely with various committees of the credit union with the aim of providing the best possible service to members.

6. To act as cashier / teller as required.





Sample Job Description: Member Services Officer

Rev 1.1 Apr 2007 19

Member Services Officer Job Description

JOB TITLE: Member Services Officer

CREDIT UNION:



The Member Services Officer will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Member Services Officer will provide an efficient service to the credit union within the authorised limits granted by the manager and board of directors.

MAIN DUTIES:

1. On approval of membership, to monitor the progress of the new member, encouraging continual savings and of eligibility to borrow and other available services of benefit to the member.

2. To use marketing tools to the best advantage in promoting and monitoring members accounts in relation to their savings and loans, thus avoiding accounts becoming dormant and or losing out on benefits such as the death benefit. And to the prevention of delinquency by monitoring loan repayments in order to prevent arrears and to encourage savings while repaying loans.

3. To be responsible for the control of all promotion literature and the monitoring of our internal advertising TV, website and email facility and to liaise with our suppliers to ensure that information is continually updated.

4. To ensure that statements of accounts are furnished, at least on a quarterly basis to all members who operate standing order / direct debit, wage deduction, budget accounts and or SSIA’s.

5. To be responsible for the filing, imaging and safe-keeping of all documentation in relation to membership and delinquency.

6. To report to the manager on a regular basis, keeping them informed of all matters relevant to the role.






Sample Job Description: Marketing Officer

Rev 1.1 Apr 2007 20

Marketing Officer Job Description

JOB TITLE: Marketing Officer

CREDIT UNION:



The Marketing Officer will be accountable to the Manager of the credit union for carrying out a range of administrative, operational and promotional activities that contribute to the growth and development of the credit union


Reporting directly to the Manager, the Marketing Officer will provide an efficient marketing service to the credit union within the authorised limits granted by the manager and board of directors.

MAIN DUTIES:

1. To develop a marketing strategy for the credit union.

2. To organise events such as the AGM; competitions and quizzes, providing logistical support such as materials and papers, as required.

3. Design and issue a newsletter on a quarterly basis, also information leaflets as required for such matters as taxation, insurance benefits and other services on offer.

4. Act as liaison in relation to all advertising, radio, newspapers, local parish magazines etc.

5. Responsible for the design and production of advertising material to be used within the credit union and by the media.

6. Compile / coordinate the Annual Report and other documentation as required by the board.

7. Maintain archives and records and design archival display for office and boardroom.

8. Organising and carrying out all promotional activities approved by the board and the manager of the credit union, maintaining records as required.

9. Designing new member packs and ensuring all new members receive a copy.

10. Designing information literature in order to educate members in regard of services offered by the credit union

11. Design new formats for calendar, posters and promotional material as required.

12. Devise and compile information packs for schools, factories and other organisations as required.

13. Promote local festivals and events.

14. Liaising with management and staff in order to source ideas to be used for promoting the credit union.

15. To report to the manager on a regular basis, keeping them informed of all matters relevant to the marketing officer’s role.

16. To maintain the credit union website and be responsible for the daily transfer of data.





Signed (Employee): ____________________________________________________________ Print Name: ___________________________________ Date: ______________

Sample Job Description: Marketing Officer

Rev 1.1 Apr 2007 21

Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________ Position: _____________________________________________________________________

Sample Job Description: Education & Training Officer

Rev 1.1 Apr 2007 22

Education and Training Officer Job Description

JOB TITLE: Education & Training Officer

CREDIT UNION:



The Education and Training Officer will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the growth and development of the credit union


Reporting directly to the Manager, the Education and Training Officer will provide, deliver and promote a comprehensive education programme for all members and potential members of the credit union.

MAIN DUTIES:

1. To assist with the organisation and administration of new member’s meetings and make presentations at all such meetings.

2. To deal with queries relating to membership on an ongoing basis.

3. To develop an education and information pack for issue to members and prospective members,

4. To assist with the production of the credit union newsletter.

5. To develop formal links with the schools (primary and post-primary) and third level institutions with the aim of setting up and running a credit union in the said schools.

6. To deliver presentations when required in schools in support of the Northern Ireland Council for the Curriculum, Examinations and Assessment (CCEA) / equivalent in the Republic of Ireland

7. To develop links with all major employers in the common bond area.

8. To develop links with voluntary and statutory sector to promote the delivery of credit union services.

9. To look after members with additional needs i.e. large print, sign language.

10. To assist with the organisation of the AGM including the compilation of annual reports, dispatch of notifications of meetings and presentations at the AGM.

11. To assist the Youth Officer and Youth Committee to develop and formulate a strategy for delivering services to the younger members of the credit union.

12. To assist the manager and the training officer in the coordination and delivery of training programmes.

13. To assist in the development of a comprehensive in-house training programme for staff and volunteers.

14. To provide training on functions, services and policies as required.

15. To be proactive in the promotion of environmental issues and environmental projects initiated by the credit union.

16. To report to the manager on a regular basis, keeping them informed of all matters relevant to the Education and Training Officers role





Signed (Employee): ____________________________________________________________

Sample Job Description: Education & Training Officer

Rev 1.1 Apr 2007 23

Print Name: ___________________________________ Date: ______________ Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________ Position: _____________________________________________________________________

Sample Job Description: Records Coordinator

Rev 1.1 Apr 2007 24

Records Coordinator Job Description

JOB TITLE: Records Coordinator

CREDIT UNION:



The Records Coordinator will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Records Coordinator will provide an efficient service to members within the authorised limits granted by the manager.

MAIN DUTIES:

New Members:

1. Oversee work undertaken by delegated staff member, thereby ensuring timely collation of completed membership application and accompanying proof of identity, satisfaction of address and verification where deemed necessary, for monthly board meetings.

2. Obtain clarification on queries arising following review of membership applications by delegated staff members.

3. Oversee all other administrative tasks undertaken by delegated staff member thereby ensuring timely completion.

Statements:

4. Oversee the timely distribution of quarterly statements to members whose incoming payments are by payroll deduction or standing order and hence do not normally rely on passbooks as the means of receipting for money.

Health Declarations:

5. Forward completed Health Declarations the League Offices for review.

6. Conduct regular reviews of members by age and loan balance to ensure loan protection cover as provided by approved Health Declarations is in place.

7. Where required, liaise with members to ensure the latter cover is acquired by means of written communication or where necessary visits by a credit union officer.

8. Notify members of their level of cover where Health Declarations are not approved.

Scanning and Subsequent Filing of Documentation:

9. Responsible for the implementation of scanning system and drawing up appropriate operating procedures in consultation with management.

10. Oversee scanning and subsequent filing of documentation as undertaken by delegated staff member to ensure compliance with agreed procedures.

11. Report regularly to management re possible improvements to operations or problems experienced to ensure maximum benefit is obtained from the system.

Paper Files / Filing Room:

12. Continuous review to ensure:

a. Contents of files are kept in an orderly and accurate manner

b. Location of file is easily identified.

c. Annual review of file contents, subsequently disposing, in a confidential manner, documentation no longer necessary to be retained as per legislative.

Archives Room:

Sample Job Description: Records Coordinator

Rev 1.1 Apr 2007 25

13. Responsible for the maintenance of records in an orderly and accessible manner.

14. Annual review and relocation of relevant records to the archives room.

15. Confidential disposal of records where retention is no longer required under legislation.

General:











Sample Job Description: HR Manager

Rev 1.1 Apr 2007 26

HR Manager Job Description JOB TITLE: Human Resources Manager

CREDIT UNION:

REPORTS TO: Manager


The Human Resources Manager will be accountable to the manager and will be responsible for the management and communication of any changes in staffing structures; terms and conditions of employment; and benefits. The role will also involve planning human resources to meet the needs of the credit union; carrying out any require recruitment and selection procedures; to devise succession plans; and to develop and maintain HR systems to support the credit union.

MAIN DUTIES

1. To work with the Manager/board of directors to combine approaches on human resources and training. 2. To define plan of action for the management of change. 3. To identify priorities and develop schedule for action. 4. To communicate schedules for change to staff and negotiate agreement where necessary. 5. To devise and implement recruitment campaigns as required. 6. To prepare job descriptions, terms & conditions and induction training for new staff. 7. To carry out all administration duties for new employees and existing employees whose terms &

conditions have been changed. 8. To develop succession plans for human resources. 9. To prepare a Personnel Policies & Procedures Staff Handbook. 10. To maintain adequate and up-to-date personnel records for staff. 11. To introduce an effective system of performance appraisal for staff. 12. To liaise with the Training Manager in meeting the training requirements of credit union staff. 13. To monitor Health & Safety compliance in the credit union. 14. To ensure the proper implementation of the credit union’s personnel policy in areas such as industrial

relations, grievance procedures etc. 15. To oversee and otherwise interact with all contract or other personnel in ensuring the smooth operation

of all ancillary services, e.g. maintenance, security, cleaning, heating, etc. 16. To undertake such special as may be directed from time to time by the Manager or Board of Directors. 17. To undertake such lawful duties not specifically mentioned in this job description as may be directed by

the board of directors.


Sample Job Description: Operations Manager

Rev 1.1 Apr 2007 27

Operations Manager Job Description JOB TITLE: Operations Manager

CREDIT UNION:



The Operations Manager will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Operations Manager will provide an efficient service to members within the authorised limits granted by the manager

MAIN DUTIES:

1. To deputise for the manager in their absence.

2. To assist in producing the specific periodic accounts and financial reports for the credit union, in particular being conversant with all relevant aspects of the computer.

3. To assist in monitoring business and financial performance and feedback to relevant parties.

4. To assist in providing financial control, especially on costs, monitored monthly.

5. To assist in overseeing all administration functions, premises, catering, secretarial, equipment, etc.

6. To assist in developing and providing the management information required to support corporate management and business sector management.

7. To assist in the development of sales opportunities for relevant new financial services and the provision of financial services to members.

8. To assist in managing specified personnel and remuneration matters.

9. To monitor the delinquency situation and assist the credit controller committee in the recovery of bad debt. – this may involve attendance at court and other out-of-the-office activities.

10. Prepare delinquency reports for the manager and board of directors.









Signed (Employee): ____________________________________________________________ Print Name: ___________________________________ Date: ______________ Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________

Sample Job Description: Operations Manager

Rev 1.1 Apr 2007 28

Position: _____________________________________________________________________

Sample Job Description: Office Administrator

Rev 1.1 Apr 2007 29

Office Administrator Job Description JOB TITLE: Office Administrator

CREDIT UNION:

REPORTING TO: Board of Directors/Treasurer

RESPONSIBLE FOR: All Employees.


The Office Administrator will be accountable to the Board of Directors for the general direction, management, operation and day-to-day administration of the Credit Union’s offices and of staff in the discharge of their duties


Reporting directly to the Treasurer, and acting on authority vested in the position by the Board, the Office Administrator will maintain the operation as a high quality provider of an agreed range of services to the Credit Union membership.

He/she will establish and maintain standards of performance for all services provided, taking into account the requirement to achieve and maintain excellence in servicing the needs of the Board and the Credit Union.

CONFORMANCE WITH THE RULES OF THE CREDIT UNION:

The Office Administrator, in exercising the authority delegated by the Board and in discharging the duties and responsibilities of the office of Office Administrator, as set out in this job description, shall, at all times, act in conformance with the Rules of the Credit Union in force at the relevant time.

Duties:

1. To deal with credit union members concerning lodgements, share withdrawal, loan applications and loan issues.

2. To balance and record daily lodgements to the bank and maintain the petty cash (float).

3. To maintain the membership journal and keep up-to-date including the completion and filing of membership and nomination forms.

4. To file all completed credit agreements (ROI) / promissory notes (NI) and share withdrawal forms and ensure that files are up-to-date.

5. To process all insurance claims in an effective manner

6. To ensure that all loan forms are correctly completed so as to enable their effective expedition by the Credit Committee

7. To work effectively with the committee and follow-up and implement decisions which they make.

8. To pay all bills and ensure effective liaison with the Treasurer on this issue.

9. To review all live loans on a timely basis and take necessary corrective action where appropriate, including writing to the member concerned and/or reporting to the Delinquency Committee.

10. To maintain computer records in an up-to-date manner, including the input of data and the production of reports.

11. To deal effectively with all credit union correspondence and make decisions as to who should deal with it.

12. To deal with all telephone calls and pass on messages to the appropriate individuals.

13. To attend seminars, training sessions an meetings as requested by the chairman

14. To keep stationary stocks up-to-date, to collect cheque books and lodgement bags from bank.

15. To complete control sheets and enter cheques into journals and cash record all third party cheques.

16. To prepare reports on activities for the board as required.

17. To monitor, review and oversee the performance of staff reporting directly to him/her


Rev 1.1 Apr 2007 30

18. To authorise expenditure within budget in accordance with guidelines agreed with the Board.

19. To develop and maintain an effective working environment for employees.

20. To propose for Board approval, policies and operational plans in relation to the remuneration and conditions of service of staff, as well as in relation to all matters pertaining to staffing numbers, recruitment, promotion and organisation structures. To ensure that plans are in place for the development and training of staff, and to monitor implementation.

21. To report to the Board at each meeting and to keep the Board informed of all matters relevant to its role, and to advise the Chairman on all relevant matters arising between Board meetings.

22. To co-ordinate the reporting to the Board by staff, and the presentation of proposals, discussion papers, etc, requiring decisions from the Board.

23. To attend and contribute to meetings of such committees as may be directed by the Board.

24. To represent the Credit Union in its dealings with external bodies and to undertake such negotiations with staff, external service providers, partners and other Credit Unions as may be necessary. To undertake such representational and/or ceremonial duties as may be directed by the Board.

25. To be responsible for the Credit Union complying with all statutory and other appropriate regulatory requirements.

26. To support the Board in the discharge of its role as the elected representative body of the Credit Union.

27. To foster good relations between the credit union and the office of the Irish League of Credit Unions.

28. To undertake such other reasonable and lawful duties as may be directed from time to time by the Board.

Responsibilities:

1. Have specific responsibility for:

(a) Credit Control;

(b) Bureau de Change;

(c) Month-end Balancing;

(d) Attendance at committee meetings as required;

(e) Key-holder to strong room and safe;

(f) Co-ordinating Sammy Stamp Scheme in primary schools.

2. Carry out and supervise the following where applicable:

(a) Writing up of daily cash books and weekly summaries

(b) Preparing daily lodgement for bank

(c) Processing bank credit transfers and payroll deduction schemes

(d) Entering all relevant transactions to the bank reconciliation account in the computer system.

(e) Writing weekly the relevant bank and cash in transit accounts in ledger books

(f) Preparing bank reconciliation weekly

(g) Updating computer daily, print and file reports

(h) Completing daily cheque listing

(i) Writing membership book and file members applications.

(j) Issuing dividend and interest certificates

(k) Writing up petty cash and photocopying books

Signed (Employee): ____________________________________________________________


Rev 1.1 Apr 2007 31

Print Name: ___________________________________ Date: ______________ Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________ Position: _____________________________________________________________________

Sample Job Description: Assistant Manager

Rev 1.1 Apr 2007 32

Assistant Manager Job Description JOB TITLE: Assistant Manager

CREDIT UNION:



The Assistant Manager will be accountable to the Manager of the credit union for carrying out a range of administrative and operational activities that contribute to the effective running of the credit union.


Reporting directly to the Manager, the Assistant Manager will provide an efficient service to members within the authorised limits granted by the manager

MAIN DUTIES:

1. To deputise for the manager in their absence.

2. To assist in producing the specific periodic accounts and financial reports for the credit union, in particular being conversant with all relevant aspects of the computer.

3. To assist in monitoring business and financial performance and feedback to relevant parties.

4. To assist in providing financial control, especially on costs, monitored monthly.

5. To assist in overseeing all administration functions, premises, catering, secretarial, equipment, etc.

6. To assist in developing and providing the management information required to support corporate management and business sector management.

7. To assist in the development of sales opportunities for relevant new financial services and the provision of financial services to members.

8. To assist in managing specified personnel and remuneration matters.

9. To monitor the delinquency situation and assist the credit controller committee in the recovery of bad debt. – this may involve attendance at court and other out-of-the-office activities.

10. Prepare delinquency reports for the manager and board of directors.









Signed (Employee): ____________________________________________________________ Print Name: ___________________________________ Date: ______________ Signed (On behalf of the Board): _________________________________________________ Print Name: ___________________________________ Date: ______________

Sample Job Description: Assistant Manager

Rev 1.1 Apr 2007 33

Position: _____________________________________________________________________

Sample Job Description: Manager

Rev 1.1 Apr 2007 34

Manager Job Description JOB TITLE: Manager

CREDIT UNION:

REPORTING TO: Board of Directors/Treasurer

RESPONSIBLE FOR: All Employees.


The Manager will be accountable to the Board of Directors for the general direction, management, operation and day-to-day administration of the Credit Union’s offices and of staff in the discharge of their duties


Reporting directly to the Treasurer/Chairperson [delete as applicable] and to the Board, and acting on authority vested in the position by the Board, the Manager will develop and maintain the operation as a high quality provider of an agreed range of services to the Credit Union membership.

He/she will establish and maintain standards of performance for all services provided, taking into account the requirement to achieve and maintain excellence in servicing the needs of the Board and the Credit Union.

CONFORMANCE WITH THE RULES OF THE CREDIT UNION:

The Manager, in exercising the authority delegated by the Board and in discharging the duties and responsibilities of the office of Manager, as set out in this job description, shall, at all times act in conformance with the Rules of the Credit Union in force at the relevant time.

MAIN DUTIES:

1. To propose the overall strategy for the services to be provided by the Credit Union and to develop those strategies for agreement by the Board.

2. To propose policies for consideration by the Board, and ensure implementation of agreed policies and procedures.

3. To provide overall direction and leadership in the management of the Credit Union.

4. To focus credit union operations to provide excellent customer services to the members and to meet with members to discuss any issues.

5. To provide an efficient lending service to members within the authorised limits granted to the manager and other staff credit officers and to interview loan applicants for loans up to the managers authorised limit.

6. To set targets for all key operations of the Credit Union in line with Board policy.

7. To monitor, review and oversee the performance of staff reporting directly to him/her

8. To develop and present to the Board for approval, annual operating budgets and plans as well as capital budgets and programmes for all operations.

9. To authorise expenditure within budget in accordance with guidelines agreed with the Board.

10. To develop and maintain an effective working environment for employees.

11. To propose for Board approval, policies and operational plans in relation to the remuneration and conditions of service of staff, as well as in relation to all matters pertaining to staffing numbers, recruitment, promotion and organisation structures. To ensure that plans are in place for the development and training of staff, and to monitor implementation.

12. To ensure the existence of policy guidelines in all operational areas within which authority, responsibility and accountability are delegated as appropriate to various levels of staff in the Credit Union.

13. To ensure that there is adequate planning of the credit union annual statutory audit for AGM

14. To ensure there is adequate planning of the credit unions AGM and that members have adequate notice and that accounts are prepared in time in the proper format.


Rev 1.1 Apr 2007 35

15. To ensure that all motions passed at the AGM of the Credit Union are regularly brought to the Board for implementation.

16. To ensure that adequate internal control are in place to safeguard the assets of the credit union and in doing so make reference to recommendations made by Irish League of Credit Unions representatives, the credit union auditors report and representatives from the Financial Regulator.

17. To ensure the credit union has adequate insurance cover in place

18. To ensure the achievement within agreed timescales of planned operational targets and service levels within agreed revenue and expenditure budgets.

19. To report to the Board at each meeting and to keep the Board informed of all matters relevant to its role, and to advise the Chairman on all relevant matters arising between Board meetings.

20. To co-ordinate the reporting to the Board by staff, and the presentation of proposals, discussion papers, etc, requiring decisions from the Board.

21. To attend and contribute to meetings of such committees as may be directed by the Board.

22. To chair meetings of the management team and periodic meetings of all staff of the Credit Union.

23. To represent the Credit Union in its dealings with external bodies and to undertake such negotiations with staff, external service providers, partners and other Credit Unions as may be necessary. To undertake such representational and/or ceremonial duties as may be directed by the Board.

24. To be responsible for the Credit Union complying with all statutory and other appropriate regulatory requirements.

25. To support the Board in the discharge of its role as the elected representative body of the Credit Union.

26. To liaise with the Chairman in relation to convening meetings of the Principal Officers and to assist with the collation of information for the agenda of the Board meetings.

27. To foster good relations between the credit union and the office of the Irish League of Credit Unions.

28. To ensure that the necessary returns have been made to the Irish League of Credit unions for entry to ILCU delegate meetings, that the necessary monitoring returns have been made to ILCU and that statutory annual returns have been made to IRSFA.

29. To manage the credit unions information system and ensure the following:

a. that the system is utilised and maintained effectively

b. that the data on the system is kept up to date

c. that systems and operational controls are developed and implemented on the credit unions computer system.

d. that member data is backed up daily and stored off site

30. To undertake such other reasonable and lawful duties as may be directed from time to time by the Board.

AUTHORITY:

The Manager has the authority to act as follows:

1. To act on behalf of the Board, to take all decisions and actions necessary for the discharge of the foregoing duties and responsibilities

2. To delegate responsibility for appropriate aspects of his own responsibilities, subject to proper procedures for monitoring and control, within the management structure of the Credit Union.

3. To approve action plans prepared by staff to deal with any deviations from agreed operational plans and budgets within parameters as agreed by the Board.

4. To deal with staff matters relating to hiring, disciplinary procedures and conditions of service of staff in accordance with procedures laid down in the Credit Union's personnel policy.

5. To assist in an advisory capacity to recommend increases/decreases in staffing levels.


Rev 1.1 Apr 2007 36

6. To direct all levels of staff to undertake actions necessary for the implementation of Credit Union policy.

PRINCIPLE PERFORMANCE MEASURES:

1. The quality of support for the Board.

2. The implementation of Board decisions and motions passed at AGM.

3. The quality of policy proposals, position papers, etc, presented to the Board.

4. The achievement of operational plans for all Credit Union operations within the agreed budgets.

5. The existence of policy guidelines for all significant areas of operation.

6. An effective management team.

7. A well trained motivated and committed staff and harmonious industrial relations.

8. The quality of decisions, acting on authority delegated by the Board.

9. Effective supervision of the performance of staff reporting to him/her.

10. The level of complaints from members regarding the operation of the Credit Union.


Role of Chairman/President

Rev 1.1 Apr 2007 37

Role of Chairman/President

According to the Standard Rules, the Chairman/President presides at both meetings of members and at meetings of the board of directors, and performs such duties that normally relate to the office of Chairman, as he may be directed to perform by the board of directors, not inconsistent with the provisions of the law or the standard rules. He/she also has, in the event of equality of voting, a second or casting vote at both board meetings and at general meetings of members.

Some other general duties of the Chairman include the following, although this list is not exhaustive and is provided for guidance purposes only:

1. Plan the meeting – by being clear about its purpose and anticipating the time needed for the meeting and by informing participants in advance of the meeting about its objectives, content, timings and what they need to prepare

2. Prepare the venue – ensuring its suitability and providing relevant equipment

3. Begin the meeting well by introducing the agenda at the start and emphasising the objective of the meeting

4. Appoint a timekeeper so that the Chairman can concentrate on running the meeting

5. Explain clearly the purpose of each agenda item (i.e. for decision, for discussion or for information) and the decision-making process

6. Hold a discussion on each agenda item, ensuring that everyone has the opportunity to air their views

7. Make sure the decisions taken at the meeting are agreed and recorded • Allocate clear responsibilities and timings for following through to completion the actions that have been agreed

8. Ensure that in making decisions, options are discussed in an objective manner with due consideration for different points of view.

Role of Vice-Chairman/Vice-President

The Vice-Chairman shall exercise the duties of the Chairman during the latter’s absence or inability to act. In practice, this means that the Vice-Chairman should work closely with the Chairman upon their appointment to understand the key functions of the role, and indeed should practice those functions from time to time, for example, by chairing an occasional meeting.

How to evaluate specific roles

• Understand duties set out in legislation and Standard Rules

• Have written role descriptions (e.g. for Chairperson, Secretary etc.)

• Ask key questions – is this person fulfilling the role according to the role description? Be supportive! Help each other by affirming what that person does well, and provide tips on improvement in a constructive manner

• Provide training if /when necessary

Role of Secretary

Rev 1.1 Apr 2007 38

Role of the Secretary

According to the Standard Rules, the duties of the Secretary include ensuring proper notice of all meetings of members and the board of directors is given, and also preparing and maintaining minutes of all meetings (in Northern Ireland, the Secretary also has custody of such minutes of meetings). The Secretary also performs such other duties as the board of directors directs from time to time.

Some of the other duties performed by the Secretary may include the following (this list is not exhaustive and is provided for guidance purposes only):

1. Making suitable arrangements for meetings; (scheduling meetings and issuing relevant documentation and minutes in a timely manner)

2. Ensuring records and registers are up to date (whether he/she delegates this task or not)

3. Ensuring appropriate and required reporting documentation is provided to the Registrar and to the League e.g. Return of Officers and Auditors form, Rule Amendments forms, and so on

4. Keeping control of the corporate seal and keeping a register of 'sealed' documents

5. Drafting agendas for meetings

6. Drafting proposed motions for discussion at general meetings or meetings of the board of directors

7. Minuting meetings, particularly focusing on resolutions taken and key decisions made

8. Preparing for all general meetings of the credit union (e.g. AGM)

Role of Treasurer

Rev 1.1 Apr 2007 39

Role of the Treasurer

The Treasurer of a credit union plays a key role in the operations of the credit union, and a vital role in the governance of the credit union. Under the rules in the Republic of Ireland, the Treasurer acts as the managing director of the credit union, while under Northern Ireland rules, the Treasurer is the manager of the credit union unless the board of directors decides otherwise.

The Treasurer is responsible for the day-to-day management and activities of the credit union.

However, the law does empower a credit union to appoint, in addition to the Treasurer, a manager, who is not a director, and whose functions and duties are defined by the board of directors. This allows for the reallocation of the Treasurer’s duties in regard to credit union management. If this happens, a clear division of duties must be agreed and communicated to all concerned in order to avoid potential conflict or confusion.

The Treasurer is responsible for the systems of internal control kept by the credit union, including the following (this list is not exhaustive and is provided for guidance purposes only):

1. The custody of all funds, securities and documentation relating to the assets of the credit union

2. Ensuring that proper books of account are maintained

3. Every month, the preparation of an income and expenditure account and balance sheet from the beginning of the current financial year to the end of the preceding month

4. Ensuring that cash is deposited in accordance with the instructions of the board of directors

5. The maintenance of full and complete records of all assets, liabilities, income and expenditure of the credit union

6. The preparation and submission to the auditor of the credit union such financial reports and returns required by the auditor

7. With the approval of the board of directors, the Treasurer may at any time delegate any function to a director who, in the opinion of the Treasurer, is capable of discharging the function in a proper and competent manner.

Because of their dual positions, neither the Treasurer (nor an Assistant Treasurer - ROI only) is eligible for membership of any of the following committees of a credit union:

• The credit committee

• The credit control committee (ROI only)

• The membership committee (ROI only)

Other Individual Roles

Rev 1.1 Apr 2007 40

Other Individual Roles

Part of the role of the board is the appointment of individuals to perform specific roles within the credit union, and to ensure that these roles are being carried out properly. Some of these roles include:

Money Laundering Reporting Officer: The board shall appoint an experienced member of the board of directors to act as money laundering reporting officer, to whom all reports of suspected money laundering offences will be directed, assessed and passed to the relevant authorities, in accordance with money laundering legislation.

Training Liaison Officer: In the Republic, the board must appoint a training liaison officer, whose duties include ensuring that a training needs analysis is carried out for all credit union personnel, and to help to co-ordinate training programmes. While the Northern Ireland rules do not specifically require a training liaison officer to be appointed, it is recommended to do so.

Role of Money Laundering Reporting Officer (ROI)

Rev 1.1 Apr 2007 41

Role of Money Laundering Reporting Officer (ROI)

A suspicion concerning any transaction must be reported directly to:

_____________________________________________, Money Laundering Reporting Officer

The duties of the MLRO will include:

1. establishing, in conjunction with the board, anti-Money Laundering policies and procedures,

2. receiving and acting on reports of all suspicious transactions,

3. reporting to the Gardai and Revenue, suspicions of money laundering or terrorist financing if they consider the suspicion to be justified as outlined in Section 8.1 of this policy, (it is also advised that the reason for not forwarding a suspicious transaction report is documented and retained);

4. retaining on file all money laundering suspicion reports received from staff, (in account order to establish any patterns), and also copies of all reports made to the Gardai and Revenue, for a minimum of five years;

5. ensuring at all times that adequate training, procedures and resources are in place in regard to money laundering and terrorist financing prevention;

6. ensuring that all directors, supervisors staff and volunteers receive training on an annual basis in money laundering and terrorist financing prevention;

7. retaining records of training given to directors, supervisors, staff and volunteers;

8. ensuring that his/her successor receives adequate instruction on the money laundering policy and procedures in place;

9. ensuring that the credit unions member database is checked against the various financial sanctions lists issued by the Central Bank, EU or United Nations;

10. reporting to the board of directors on at least a quarterly basis as to the level of compliance with money laundering regulations as outlined in Section 8.2 of this policy.

Note: The MLRO must not refer to the board of directors on individual suspicious transactions which he/she receives.

Role of Money Laundering Reporting Officer (NI)

Rev 1.1 Apr 2007 42

Role of Money Laundering Reporting Officer (NI)

A suspicion concerning any transaction must be reported directly to:

_____________________________________________, Money Laundering Reporting Officer

The duties of the MLRO will include:

1. establishing, in conjunction with the board, anti-Money Laundering policies and procedures,

2. receiving and acting on reports of all suspicious transactions, including recording reasons for not forwarding suspicion reports to NCIS;

3. reporting to NCIS suspicions of money laundering if they consider the suspicion to be justified

4. obtaining and applying, where relevant, Government and FATF findings on money laundering trends;

5. retaining on file all money laundering suspicion reports received from staff, (in account order to establish any patterns), and also copies of all reports made to NCIS, for a minimum of five years;

6. ensuring at all times that adequate training, procedures and resources are in place in regard to money laundering prevention;

7. ensuring that all directors, supervisors staff and volunteers receive training on an annual basis in money laundering prevention;

8. retaining records of training given to directors, supervisors, staff and volunteers;

9. ensuring that his/her successor receives adequate instruction on the money laundering policy and procedures in place;

10. reporting to the board of directors on at least a quarterly basis as to the level of compliance with money laundering regulations

Role of Staff Liaison Committee

Rev 1.1 Apr 2007 43

Staff Liaison Committee: Terms of Reference

Committee Name: Staff Liaison Committee/Personnel Committee/HR Committee

Committee Members: 1. __________________________ Chairperson

2. __________________________ Secretary

3. __________________________

4. __________________________

5. __________________________

Responsible to: Board of Directors

Purpose:

___________________________ Credit Union Limited is committed to fostering and maintaining a positive working environment for all its employees.

The general purpose of this committee is to facilitate consultation and communication between the board of directors and the credit union’s employees, and to ensure, insofar as possible that all employee matters are addressed equitably and fairly in accordance with employment law and best HR practice.

The committee will, at all times, exercise its duties and responsibilities in conjunction with the credit union’s Manager/management team. The committee will only become involved in matters where it is authorised to do so in accordance with the credit union’s policies and procedures.

Specifically, the committee has responsibility:

1. To facilitate communication and consultation between employees and the board of directors

2. To develop, monitor, evaluate and review all personnel policies in conjunction with the Manager/management team and make recommendations to the board of directors from time to time, as the need arises

3. To address issues referred by the Manager or other employee(s) with regard to employee terms and conditions of employment

4. To address employee grievance and disciplinary matters, in accordance with the credit union’s policies and procedures

5. To consider employee requests, upon referral from the Manager and/or the employee(s) concerned, in accordance with the credit union’s policies and procedures

6. To monitor and review the employee performance review process, and to make recommendations for improvement in consultation with the Manager and employees, as necessary

7. To ensure that employee training and development is carried out in accordance with the credit union’s training policy, procedure and budget

8. In conjunction with the Manager/management team, to consider the credit union’s staffing needs and make recommendations to the board of directors, as necessary

9. To monitor and review the credit union’s recruitment and selection practices, and to make recommendations, as necessary

10. To monitor and review the credit union’s compliance with employment law and best HR practice, and to make recommendations to the board of directors as necessary

11. To carry out reasonable instructions (including research, projects, consultation exercises) issued by the board of directors

Time Frames and Reporting

• The Committee will meet with employee(s) [representative(s)] as often as necessary, but in any case, at least once every quarter

• Minutes will be kept arising from all such meetings, to be available for circulation to all employees within 5 working days of the date of the meeting

Role of Staff Liaison Committee

Rev 1.1 Apr 2007 44

• The Committee will meet with the Manager/management team as often as necessary, but in any case, at least once every month [insert day & time]

• The Committee will report in writing to the board at least once a quarter, but may do so more often as necessary

Resources Required

• Photocopying, typing facilities for reports/consultation documents/minutes

• Training for Committee Members

• Access to employee personnel files

Review Date

The committee terms of reference were agreed on ___________________, and will be reviewed on ___________________________.

Sample Person Specification: Teller

Rev 1.1 Apr 2007 45

Teller Person Specification JOB TITLE: Teller


Characteristic Essential Desirable

APTITUDE

Leaving Certificate or equivalent

Good Numeric skills

Literacy Skills

Computer Literate

Attention to Detail

ECDL

WORK EXPERIENCE

At least 6 months in a team environment dealing with cash.

Previous Credit Union Experience

DISPOSITION

Customer Focused

Friendly

Personable

Flexible

Excellent Telephone Manner

Ambitious

STRONG QUALITIES

Team-worker

Communication Skills

OTHER COMMENTS

Ability to work on own initiative whilst not afraid to ask questions.

Willing to progress

Signed: ____________________________________________ Date: _______________

Sample Person Specification: Manager

Rev 1.1 Apr 2007 46

Manager Person Specification JOB TITLE: Credit Union Manager

REPORTING TO: Treasurer / Board of Directors

Characteristic Essential Desirable

APTITUDE

Business Qualification

Good Numeric skills

Literacy Skills

Computer Literate

Attention to Detail

CU Diploma / Degree (UCC)

WORK EXPERIENCE

At least 2 years in a Credit Union Management Role.

Previous financial services work experience

At least 5 years in a Credit Union Management Role.

DISPOSITION

Customer Focused

Friendly

Personable

Flexible

Excellent Telephone Manner

Ambitious

STRONG QUALITIES

Training Skills

Team-worker

Communication Skills

OTHER COMMENTS

Must be strong People Manager Willing to progress

Signed: ____________________________________________ Date: _______________

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