Job Title: Accounts Assistant - Purchase Ledger

Responsible to: Finance Manager

Hours of Work: 37 hours per week, Monday to Friday


The Accounts Assistant is based within the Finance Office, which is responsible for the income and expenditure. As part of the Accounts Team, the role contributes to the overall responsibilities of the Department in maintaining appropriate records, which form the basis of the formal and informal management accounts; controlling, monitoring and reporting on income and expenditure and collecting receipts promptly.

Key Duties and Responsibilities:

Responsible to the Finance Manager, the main duties of the Accounts Assistant include, but are not limited to:

  • Input of new Suppliers details on WCBS system
  • Logging and coding of Supplier invoices on to system
  • Sending out invoices via internal system for authorisation
  • Reviewing and processing staff expenses
  • Performing weekly and monthly BACS and cheque payment runs.
  • Reconciliation of the Credit card account
  • Reconciliation of Bank Accounts
  • Filing, photocopying and despatch of cheques
  • Preparing and circulating reports to departments
  • Preparation of photocopying charge sheets
  • Completing routine returns and monthly supplier reconciliations
  • Dealing with enquires from suppliers and colleagues in other departments
  • Performing weekly petty cash payments
  • Preparation and input of general journals
  • Ad hoc duties as and when required
  • Reconciliation of trips and other nominal ledger codes as required
  • Update weekly treasury sheet
  • Liaise with department heads re Budget Spending and account balances
  • Assist the Finance Manager with quarterly and annual prepayments and accruals (invoices)
  • Create monthly departmental photocopier usage and cost journal

Skills and Attributes Required

  • Proven experience gained in a similar role within a professional environment. (Previous experience of working within the Education Sector is an advantage but not essential.)
  • Previous experience of providing customer service within a professional environment with a proven ability to successfully manage difficult/ sensitive conversations, both in person and on the telephone
  • Previous experience of participation in/ leadership of small-medium, finance-based projects is advantageous
  • Excellent interpersonal and communications skills - both written and verbal
  • Fully conversant in Microsoft Word and Excel.
  • Experience of using the WCBS PASS system would be advantageous but not essential as full training will be provided.

Additional Information

This post is considered Regulated Work with Vulnerable Children and/or Protected Adults, under the Protection of Vulnerable Groups (Scotland) Act 2007. As such, the successful candidate will be required to gain membership of the PVG Scheme.