Finance Assistant

Job Description

Reporting to the Finance Manager and working with the Finance team, the post-holder will help ensure that the Finance team meets its objectives of ensuring sound financial management of the organisation. A key element will be gaining knowledge of the Visitor Levy system and working with the Finance team to reconcile amounts received on the system and on the preparation of bank transfers of amounts due to local authorities.

The postholder will contribute to finance team goals, e.g. meeting reporting deadlines; by working accurately and responsively, and through effective communication both within the finance team and with colleagues throughout the organisation and externally.

To provide finance and administrative support to the finance team and IS staff, including budget holders and senior management.

To ensure effective financial control through the maintenance of internal controls and following the IS Financial Regulations and Scheme of Delegation.

To communicate effectively with all stakeholders and assist internal and external auditors in their work.

Undertake finance tasks such as, but not limited to, the following:

1. Raise income invoices, upload to finance system and issue
2. Record and match bank receipts in the finance system
3. Raise purchase orders requested by budget holders and process on finance system
4. Check purchase invoices received, match to purchase order and upload to finance system
5. Set up payments in the finance system and generate bank file for uploading to banking system
6. Reconcile all bank accounts
7. Journal approved monthly payments on to system from schedule (e.g. mobile phones, direct debits)
8. Calculate prepayments, update schedule, reconcile to balance sheet and journal
9. Calculate accruals, update schedule, reconcile to balance sheet and journal
10. Check bank balances and prepare transfers between accounts as required
11. Calculate staff gifts total in staff bank account and maintain records, including preparation of transfers
12. Manage Purchase card holders and process Purchase card statements
13. Assist with Credit Control processes and management of debtors
14. Assist with the reconciliation of monies received on the Visitor Levy system and with the preparation of bank transfers of Visitor Levy amounts due to local authorities
15. Assist with enquiries from internal and external auditors, as required
16. Undertake other specified duties and responsibilities from time to time, as required

Information

Location:  West Lothian Civic Centre, Howden South Road, Livingston, West Lothian EH54 6FF.

It is anticipated that the role will involve a blended model of office and home working, and this flexible approach will be agreed between employee and line manager.

Duration:  2 Years Fixed Term - with possibility of extension

Hours:  36 hours per week

Closing Date:  28 June 2026

Interview Date

A competence based interview will take place on 14 July 2026 (shortlisted candidates will be advised by email a week in advance of the interview).

For more information about competency-based interviews, see our 'Guide to Competency-based Interviews'.

Additionally, you may also find it beneficial to watch our Working at the Improvement Service Video. and read our current Business Plan 2025-26.

Background

The Improvement Service (IS) is a publicly funded company limited by guarantee, with a total annual budget in the region of £12 Million. We exist to support councils and their partners to improve the health, quality of life and opportunities of all Scottish people through community leadership, strong local governance and the delivery of high quality, efficient local services. 

Working for the IS means joining a team of professionals, who work together to strive for continuous improvement in the public sector and ultimately, better outcomes for Scotland’s communities. 

Our company headquarters are based in West Lothian, located conveniently for commuters between Edinburgh and Glasgow. Pay is only one of the benefits of working for the IS, our terms and conditions are progressive and flexible and employees are rewarded with a generous annual leave entitlement of forty one days per year as well as a flexible working policy. 

The IS is committed to promoting equality and diversity in all its activities to promote inclusive processes, practices and culture.

The IS is a Disability Confidence Committed Employer. We are committed to interviewing anyone with a disability who meets the essential criteria.