Invicta Public Affairs Ltd.
Finance & Administration Assistant (part-time)
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Invicta Public Affairs: Finance & Administration Assistant
Invicta Public Affairs is looking to appoint a Finance & Administration Assistant to assist with the financial administration of the business and office management, and to provide administrative support to the Company Directors and Associate Director.
Hours, Salary & Location
Hours: 20 hours/week (4 hours/day x 5 days/week). Please indicate your preferred working pattern, based on our standard office hours:
- 09:00 - 17:30 Monday to Thursday
- 09:00 - 16:30 on Fridays
Salary: The full-time salary equivalent will be circa £35,000.00 (depending on experience), paid on a pro-rata basis for the agreed working hours.
Location: This role will be based within our Glasgow office at 87 West Regent Street.
Finance Responsibilities
- Assisting with the financial administration of the main company as well as the sister company.
- Reconciling bank statements.
- Processing staff expense claims and credit card reconciliations, ensuring that VAT is reclaimed where appropriate.
- Issuing sales invoices to our clients for the services that we have provided, ensuring that they are in line with the service and billing agreements in place for each client.
- Carrying out credit control, chasing outstanding payments and resolving issues.
- Posting supplier invoices and ensuring that all costs incurred on behalf of our clients are recharged.
- Preparing payment runs for supplier invoices and staff expenses.
- Allocating and recharging costs between the two companies.
- Maintaining accurate financial records and filing documents.
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Administration Responsibilities
- Organising the travel arrangements for the team.
- Diary and meeting management.
- Assisting the Client Team with Event & Exhibition organisation, including venue hire, booking conference passes and hotel accommodation for staff and our clients.
- Office management including: the Health & Safety requirements of the office, ordering office supplies and organising office repairs/maintenance.
- Organising and maintaining office systems.
- Handling inquiries via phone, responding to emails and interfacing with clients.
- Confidential administration work as required by the Managing Director.
Experience & Requirements
- A minimum of 2 years of experience within a similar role.
- A demonstrable working knowledge of VAT and allowable business expenses.
- Desirable: experience using Xero Accountancy software.
- Educated/certified with relevant accounting qualifications.
- Advanced IT & Excel skills.
- Strong organisational skills with impeccable multitasking abilities.
- Exceptional interpersonal skills.
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General Comments
It should be noted that any member of staff may be required to perform duties other than those given in the Job Specification for the post. Job Specifications are not exhaustive, and variations will be a common occurrence. As long as you are competent to perform the role and you have been requested to undertake it by a responsible manager/supervisor, if it is within your skill set, you should perform the task.
The commitment and responsibility level required by the post holder is of the highest level. It is important that this is not underestimated. They must have the desire to pursue their own personal development and to promote and pursue the development of the Company.
If you are interested in applying for this role, please send your CV and cover letter (stating your preferred working hours) to Karen McKay: karen.mckay@invictapa.co.uk
The closing date for applications is Friday 25 September 2026, and interviews will be held the week commencing 5 October 2026. Interviews will include a competency-based assessment to assess your knowledge of processing expenses and reclaiming VAT.
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