Other Duties:

• To provide Executive Assistant cover for colleagues during period of absence.
• To manage client membership databases as required.
• To provide administration support for other areas of the clients’ business as required.
• To undertake other duties as required by Fitwise Management Ltd.

Skills / Knowledge and Qualifications:

Secretariat experience:
• Educated to a minimum of HNC level in a relevant area, such as business studies,
secretarial or IT.
• Experience working as a Personal Assistant (PA) or Executive Assistant (EA).
• Proven ability to interact with those working at executive/director level.
• Experience in delivering high-quality administrative support.
• Experience in coordinating and managing in-person and virtual meetings.
• Experience in coordinating and managing webinars.
• Expertise in producing high-level, formal meeting minutes.
• Possess at least a basic understanding of associations/societies/membership
organisations/charities.
• Possess at least a basic understanding of memorandum and articles of association,
constitutional matters, and governance.

Soft skills:
• Exemplary written and verbal communication skills.
• Ability to deliver clear and concise reports.
• Strong interpersonal skills for client interactions and team collaboration.
• Exceptional organisational and time management skills.
• Ability to prioritise tasks and manage multiple projects simultaneously.
• High level of accuracy and attention to detail in all aspects of work.
• Ability to maintain thorough and precise records.
• Strong commitment to providing excellent client service.
• Maintains a professional demeanour.
• Proficient in using Microsoft Office Suite, in particular Outlook, Word, Excel, PowerPoint,
and Teams
• Confident in using digital tools and platforms.

Desirable:
• Experience in a similar role or with associations/charities or third sector.
• Experience in writing policies, processes and procedures.

Working Environment:

The post holder will be predominantly office based at Fitwise’s head office in Blackburn House,
Seafield, West Lothian. There will be some travel required throughout the UK, and potentially
overseas, to attend both client meetings/events (approximately 10 nights throughout the year).
The post will require some work outside normal working hours including evenings and at
weekends.

This job description is not meant to be definitive and may be amended from time to time to meet
the changing needs of Fitwise Management Ltd

Accounts Assistant

Full job description

Title of Post: Accounts Assistant
Location: Fitwise Office, Bathgate (hybrid office/home working schedule)
Responsible to: Financial Controller
Hours: Approx 22.5 hours a week

About the role: 

Reporting to the Financial Controller you will be responsible for providing finance support for a range of clients and events. 

About Fitwise: 

Fitwise is an award-winning healthcare association management and professional conference organiser. This is a fantastic opportunity to join Fitwise at an exciting stage in our development and to develop your career in a dynamic and fast-paced environment within a small and friendly team. 

Main Duties and Responsibilities: 

 All aspects of bookkeeping on Sage 50 (current system, subject to change to cloud software in the future), including but not limited to –  

• Processing sales and purchase invoices  

• Daily banking, completing payment allocations and monthly reconciliations 

• Posting journals  

• Ensuring external systems for membership and event income are reconciled to Sage 

• Preparing and processing weekly and monthly BACs payment runs 

Other –  

• Credit control for client and events sales ledger 

• Answering email and telephone queries 

• Working as part of the Finance Team to provide excellent finance support to Fitwise and its clients 

• Complying with financial controls and company policies 

• Supporting the month-end process and assisting the senior finance team with ad hoc tasks 

Skills / Knowledge and Qualifications: 

Required: 

• Previous experience in an account’s environment (5+years) 

• Experience of SAGE Line 50 

• Strong MS Office experience, particularly excel skills 

• Ability to liaise effectively with internal teams, suppliers, and clients 

• Strong attention to detail in processing invoices, reconciliations, and data entries  

• A person with good team working skills 

• Comfortable working with figures, percentages, and financial documents 

• Ability to prioritise workload, meet deadlines, and manage multiple tasks simultaneously 

Desirable: 

• Experience preparing VAT returns & partial exemption 

• Experience of Charity bookkeeping 

• Driver with availability to a car 

• Familiarity with payroll software and HMRC submissions (RTI) 

• Proactive mindset & self-starter  

Working Environment: 

The post holder will be predominantly office based at Fitwise Office in Blackburn House, Seafield, West Lothian though may be required to attend occasional offsite client meetings. The post will require occasional work outside normal working hours including evenings and at weekends. 

This job description is not meant to be definitive and may be amended from time to time to meet the challenging needs of Fitwise Management Ltd and the needs of the Finance Department. 

There are no current job vacancies.

There are no current job vacancies.