Job title: Transactions Assistant

Job location: HQ, Dundee

Responsible to: Transactions Manager

Principal working contacts 

  • Head of Finance & Corporate Governance (Care Inspectorate)
  • Finance and Procurement Manager (Care Inspectorate)
  • Transactions Manager
  • Care Inspectorate and SSSC finance staff
  • Care Inspectorate and SSSC departmental staff
  • External stakeholders
  • General public

Job purpose

To carry out a range of general administrative and clerical tasks which support the transactions section within the finance team, in line with the Care Inspectorate and SSSC policies and procedures.

Operational management

  • Input and issue sales invoices.
  • Input purchase invoices.
  • Respond to regular purchase and sales invoice queries.
  • Ensure ledger codes attached to purchase and sales invoices are consistent and accurate.
  • Assist with processing payments and making sure all income is properly banked and receipted.
  • Ensure receipting of good and services is carried out timeously.
  • Reconcile supplier statements to the financial system.
  • Review and ensure the accuracy of scheduled payments.
  • Collate and reconcile income returns.
  • Work with departmental staff on reconciling our internal systems.
  • Follow established transaction control procedures and provide suggestions for improvement.
  • Respond to sales invoice and purchase invoice queries by phone, email, letter and face to face.
  • Assist with year end procedures within the timescales agreed with the    Transactions Manager.
  • Provide day to day guidance to end users on the use of the transactions systems.
  • Assist with developing and implanting improvements to the transaction systems.
  • Provide training to new users of the purchasing system.
  • Maintain a purchasing and payment tracking system to ensure the proper control of cheques.
  • Preparation of journals.
  • Assist with reconciliation of income received to information recorded on our internal systems.
  • Create and maintain debtor and creditor records within the financial system.
  • Communicate with Care Inspectorate and SSSC staff, and customers in the pursuit of debt recovery, logging all correspondence in the relevant customer account.
  • Responding to purchase invoice queries while providing excellent customer service.
  • Carry out any appropriate work to assist within the department as and when required Complete ad hoc reconciliations as required.
  • Assist the finance team with ad hoc administration tasks as required.

Relationship management

  • Ensure effective communication of the Care Inspectorate’s work with people who use care services, carers, relatives and advocates.
  • Ensure effective working protocols in accordance with the Care Inspectorate’s Organisational Development, Finance & Corporate Governance, ICT and Operations function.
  • Demonstrate a commitment to the Care Inspectorate’s aims, vision and values and to the Care Inspectorate’s overall objective of improving care in Scotland.
  • Carry out your duties in accordance with our Health and Safety policies, procedures, guidance, practices and legislative requirements, taking reasonable care for your safety and that of others who may be affected by what you do or fail to do while at work.

Other duties

This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time.

Consequently, this is not a contractual document and post holder will be required to carry out any other duties to the equivalent level that are necessary to fulfil the purpose of the job, and to respond positively to changing business needs.