Finance & Administration Assistant (Part-Time)

Invicta Public Affairs Ltd.; Glasgow; On-site; GBP 32,000 - 39,000; Part time

Job summary

Invicta Public Affairs Ltd. in Glasgow invites applications for a part-time Finance/Admin role (20 hours per week). The position supports financial administration for the company and a sister company, handling expenses, invoicing, VAT reclaim, and credit control.

Key duties include travel coordination, diary management, event support, office management, and general administration. A candidate with VAT knowledge, accounting qualifications, and strong IT/Excel skills is preferred.

Qualifications

• A minimum of 2 years of experience within a similar role.
• 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.

Responsibilities

• Assisting with the financial administration of the main company as well as the sister company.
• 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.
• 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.

Skills

Advanced IT & Excel skills

Multitasking

Interpersonal skills

Organisational skills

Education

Accounting qualifications

Tools

Xero

Job description

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.
• 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

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.

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.

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.