Job Title: Transactions Assistant

Job Location: HQ, Dundee

Responsible to: Transactions Officer

Principal Working Contacts


Head of Finance & Corporate Governance (Head of Shared Services – SSSC)

Care Inspectorate’s Finance and Procurement Manager

Transactions Officer

Transactions Manager

Care Inspectorate and SSSC finance and procurement staff

Procurement team

Care Inspectorate and SSSC departmental staff

External stakeholders

General public


Job Purpose


To support the Transactions Manager to deliver a comprehensive accounts receivable and accounts payable function in line with organisation 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.
  • Bank and receipt income promptly.
  • Support staff to receipt goods and services promptly.
  • Reconcile supplier statements to the financial system.
  • Review and ensure the accuracy of scheduled payments.
  • Work with departmental staff on reconciling internal systems.
  • Follow established financial control procedures.
  • With a continued improvement focus, assist in developing and implementing new and enhanced processes.
  • Assist with year end procedures within the timescales agreed with the Transactions Manager.
  • Provide training to new users of the purchasing system.
  • Provide day to day guidance to staff on the use of the transactions systems.
  • Assist with reconciliation of income received to information recorded on our internal systems.
  • Maintain debtors within the financial system.
  • Follow debt recovery processes including the logging of relevant information in the customer accounts.
  • Assist the wider finance team 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.