Hjaltland

Job Title : Finance Assistant (Career Graded)

Grade: EVH Grade 4 to 5

Reporting to: Senior Finance Officer

Responsible to: Director of Finance

Job Summary

Under the direction of the Senior Finance Officer, the Finance Assistant plays a key role in supporting the financial operations of Hjaltland Housing Association and Hjaltland Trading Ltd. The postholder is responsible for purchase ledger processing and wider financial administration, ensuring accurate financial records, effective financial controls, and compliance with regulatory requirements in line with Scottish housing standards.

Key Responsibilities

• Process invoices, receipts, payments and other financial transactions accurately and timely in the purchase ledger;

• Track, monitor, and record monthly payments;

• Manage relationships with suppliers, ensuring timely payments and resolving any issues;

Maintain up to date and accurate financial records, including monitoring invoice registers, purchase orders and supporting documentation to ensure timely processing, approvals and compliance with relevant regulations;

• Prepare and process payment runs, ad-hoc payments and associated reconciliations;

• Support income and banking processes, including reconciliations, Direct Debit administration and sales invoicing;

• Maintain petty cash records and associated journals, and reconcile card payment transactions;

• Monitor and process utility accounts and other supplier charges, ensuring accuracy, appropriate allocation and timely payment;

Maintain and update finance records, control spreadsheets and shared systems, and carry out routine checks on financial processes, escalating issues where required;

Provide general financial administrative support, including monitoring shared inboxes, monitoring purchase orders, and following up outstanding approvals as required;

• Support the annual audit process by providing necessary documentation and information as required;

Provide support to the wider finance team as required and ensure that services align with regulatory frameworks;

• Participate in staff meetings and contribute positively to team collaboration;

• Undertake appropriate training and continuous person development;

Comply with all the Association’s policies and practices with particular regard to Health and Safety at Work, Equal Opportunities and Confidentiality;

• From time to time, the Association may require the post holder to undertake duties outside those specified above.

CAREER GRADING

Grade4/5	Education & Experience Progression
PA12	Minimum of 4 National 5's (Standard Grades) or equivalent, and lessthan 2 years experience in a financial environment
PA13	Minimum of 4 National 5'S (Standard Grades) or equivalent, morethan 2 years experience in a financial environment, and/or workingtowards AAT Diploma in Accounting or equivalent
PA14	Possession of AAT Diploma in Accounting or equivalent and/orconfidence in the role
PA15	Normal grade progression
PA16	Normal grade progression

Person Specification – Finance Assistant

The selection panel has identified this comprehensive specification for ideal candidates. They will consider candidates against these and will shortlist using these criteria. Candidates are encouraged to apply if they meet all required criteria but not necessarily all desirable requirements.

Reviewed June 2026

Education &Qualifications	Essential	Desirable
	Minimum of 4 National 5's orequivalent	AAT level 3 advanced(Diploma in Accounting orabove)
Experience &Knowledge	Essential	Desirable
	Experience of working in afinancial environment	Experience of working inhousing finance
	Experience of using accountingsoftware packages	Experience of purchaseledger processing
	Experience Microsoft officeapplications: Excel, Word, andOutlook	Some experience withCopilot or equivalent
	Experience of processing financialtransactions, payments andreconcilations	Experience of income managmenet processes (e.grents, Direct Debits,invoicing)
	Experience of using spreadsheetsto monitor and manage financialdata	Knowledge of relevantfinancialregulations/legislation
Skills &Abilities	Essential	Desirable
	Ability to work accurately with ahigh level of attention to detail andmeet deadlines
	Ability to plan, priortise andmanage a varied workloadeffectively
	Strong organisational andadministrative skills
	Ability to identify discrepanciesand resolve financial queries
	Ability to use financial systemsand processes to maintaineffective controls
	Competent excell skills with theability to maintain financial recordsand control logs
	Ability to communicate clearly andeffectively with colleagues,suppliers and stakeholders
	Ability to work both independientlyand as part of a team
Other Requirements	Essential	Desirable
	Highly motivated with a proactiveapproach to work	Sympathetic to aims andobjectives of the Association
	Able to maintain strictconfidentiality