Latest News
Weekend Availability - 25-26th June:
Please note, these areas @ Xcite Bathgate are unavailable this weekend:
The softplay area is closed 12:00-13:00 on Saturday 25th due to a private party.
The pool is closed from 15:00 on Saturday 25th due to a private party. Last admission is 13:00.
Customer Notice - Xcite Whitburn:
Please note, the lift is currently out of order until further notice. We apologise for the inconvenience. 
Customer Notice - Xcite Broxburn Sports Centre: 
Please note, there will be no hot water or shower access between 20th-24th June due to new water system installation.
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Accounts and Administrative Assistant

  • Accounts & Admin Assistant - ACC36

    We require an Accounts and Admin Assistant to join our team at Xcite in Bathgate. 

    Xcite is the trading name for West Lothian Leisure which is a charitable trust. We are at the heart of the community we serve and are passionate about our vision of a West Lothian where everyone can live a healthier, happier and longer life. We are the delivery partner of choice for national agencies and local organisations responsible for improving lives through sport, health, physical activity, outdoor education and culture. We have a turnover of £12.5m, over 20,000 members and attract over 2.4m visits p.a. to our venues and outreach services.

    We are proud of our customer service excellence, care about the valuable and essential services we provide and want to do more. Following a period of significant change we have a new vision and plan for the future. The sky is the limit both in terms of expanding and improving our offer, increasing sales and raising the profile of the ‘social good’ we deliver.

     Job Title:   Accounts and Admin Assistant

    Work Location: Head Office, Bathgate.

    Working Hours: 36 hours per week

    Contract Type: Permanent

    Salary Grade: £20,827.79 per annum

    The Role:

    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 objectives.

    The Successful Candidate

    We’re looking for someone who has previous accounting experience in a finance office, who can demonstrate a high level of accuracy.   An understanding of VAT and double entry booking is also essential.    Please visit our website for the full job description and essential criteria.

    The successful candidate will join a coaching oriented company who are vested in personal development and who offer an exciting learning and development programme. In addition, you will profit from a contributory pension scheme, employee discounts package, free fitness membership,  generous annual leave, along with a range of wellbeing initiatives.

    This is a busy role within the Finance Team and an excellent opportunity for the right person to join an organisation that’s committed to excellence and improving the health and wellbeing of communities in West Lothian.

    Apply online here

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
  • 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.

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