Accounts and Administrative Assistant
Job Purpose – overview
Xcite West Lothian Leisure (Xcite) is a Community Benefit Organisation, a registered Scottish charity. It is at the heart of the West Lothian community, helping people to improve their wellbeing and make healthy lifestyle choices. We care passionately about the service we provide to the people who live, work and visit West Lothian. As a valued organisation that understands, cares about and engages with its community, we are the delivery partner of choice for West Lothian organisations responsible for improving people’s lives through sport, health and physical activity.
Your role as Accounts and Admin Assistant is to provide financial, clerical and advisory support to ensure our key accounting information are processed accurately, efficiently and effectively in order to support achievement of the Charity’s objectives.
Core Accountabilities & Responsibilities
- Assist with the delivery of a high-quality accounting service within specified timelines
- Responsible for the processing of purchase invoices ensuring they have been properly authorised and matched to purchase order
- Reconciliation of supplier statements and dealing with suppliers to resolve any invoice or payment issues
- Creation of the supplier payment file for the monthly supplier payment run and the group fitness instructors. Prioritising the payment schedule based on due dates and communicating with DMs to have invoices authorised on time to meet payment terms
- Ensure that all MRM Plus 2 income is reconciled with the monies (cash/cheque/electronic) banked within set timescales
- Zoggs stock – creating new stock codes, updating prices, and liaising with the Zoggs account manager
- Verify, process, and reconcile internal credit card payments; petty cash; Head Office cash and cheques
- Investigate income and cash discrepancies with the DMs or the bank
- Administer the company credit cards, check expenditure complies with expenses policy
- Provide advice and information to customers, external stakeholders and colleagues ensuring that the accounting policies and procedures are implemented
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Adhere to the quality standards identifying any opportunity to continuously improve methods of work
- Carry out general administration including processing and distributing mail and ordering stationary, archiving of documents, and greeting visitors to Head Office
The above list is illustrative, not exhaustive. Accordingly, there may be a requirement to undertake additional duties, consistent with the level of the post, as directed by management.
Essential Qualifications, Experience and Skills
- An excellent ability to demonstrate the core competencies
- Ability to work under pressure manage and prioritise own workload to meet tight deadlines
- Competent IT skills especially Excel, Word, and Outlook
- Ability to discuss financial information with non-finance professionals
- Previous accounting experience in a finance office
- Effective time management skills and demonstrate a high level of accuracy
- Willingness to continuously develop and attend training and development sessions in line with your personal training plan, on occasion out-with your normal hours of work, to ensure the required level of competence
- Understanding of VAT and double entry bookkeeping
- HND/HNC in Accounting or equivalent or qualified by experience
Desirable Qualifications, Experience and Skills
- Experience of using the Exchequer finance system
- Competent level of skill in BACS Systems
- Knowledge of the MRM Plus 2 system
Job Dimensions
- Responsible for administering cash and company credit cards
- Responsible for the safe & security cupboard keys which give access to petty cash, cheques, security cards, and sensitive documentation
- Undertaking general reception duties as required
Core organisational competencies
Service delivery
Champions the service, focusing on individual customer’s needs and responding with service that surpasses their expectations.
Honesty and integrity
Being truthful, keeping promises and commitments and making ethical decisions.
Respect for equality and diversity
Understanding others’ behaviours and culture and treating everyone fairly.
Personal effectiveness
Personal responsibility for making things happen – being accountable for your own actions.
Additional information
This post is subject to a basic check from Disclosure Scotland.
You will be required not to have claimed bankruptcy, be bankrupt, be subject to personal insolvency or convicted of a relevant offence such as fraud in the previous five years after release from prison.
Attendance at evening and weekend events may be required very occasionally
You will be required to be aware of current Health and Safety Policy and to take responsibility for your own safety and the safety of others who may be affected by your acts or omissions at work.