Job Description
Invicta Public Affairs is looking to appoint an experienced Business Support Administrator to provide administration support to the Company Directors and Associate Directors, and to assist with the financial administration of the business and the office management.
HOURS, SALARY & LOCATION
This role will be based within our Glasgow office at 87 West Regent Street.
We are considering candidates on a full-time basis (39 hours/week) or a part-time basis (minimum 20 hours/week).
The full-time salary equivalent for this role will be circa £30,000.00 (depending on experience). This will be paid on a pro rata basis for part-time contracts (less than 39 hours).
Please indicate with your application which role you are applying for, and if you are applying for the part-time role, please indicate your preferred working pattern/days, based on our standard office hours:
* 09:00 - 17:30 Monday to Thursday
* 09:00 - 16:30 on Fridays
JOB RESPONSIBILITIES
Business Support
* Organising the travel arrangements for the team.
* Organising MS Teams and Zoom calls, 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.
Finance Support
* Assisting with the financial administration of the main company as well as the sister company.
* Processing staff expense claims and credit card reconciliations.
* Posting supplier invoices and ensuring that all costs incurred on behalf of our clients are recharged.
* 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.
* Allocating and recharging costs between the two companies.
EXPERIENCE & REQUIREMENTS
* A minimum of 2 years of experience within a Business Administration & Accounts role.
* Desirable: experience using Xero Accountancy software.
* Educated to degree level or equivalent.
* Advanced IT & Excel skills, with an ability to become familiar with firm-specific programs and software.
* 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 skillset, 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.
To find out more about Invicta Public Affairs, please visit our website at www.invictapa.co.uk. If you are interested in applying for a role, please send a CV and cover letter by 31 July 2025 (by email only) to Karen McKay: karen.mckay@invictapa.co.uk
Please note that due to the volume of applications, only successful candidates will be contacted, so if you have not heard back from us, unfortunately, you have not been successful on this occasion and we wish you all the best in your search.