We’re Hiring! Are you the new member of our team?

  19 Apr '24   |  Posted by: Birlinn

What’s the job?

Finance and Administration Assistant

What’s it all about?

An opportunity has arisen within our team at Birlinn Ltd for a Finance and Administration Assistant who will also provide support to Compass Independent Publishing Services Limited. This is a great chance to join an energetic, forward thinking company – brimming over with creativity and great authors. You will work alongside editors, designers, publicists, salesfolk and of course our finance team. Each and every team member is vital to our success.

Birlinn Limited is one of Scotland’s leading independent book publishers. It was founded in 1992 by the managing Director and shareholder Hugh Andrew. The company publish Scottish interest, literary, sports, children’s and academic books – in print, ebook and audio editions. The Head Office is based in Newington, Edinburgh.

Compass Independent Publishing Services Limited (CIPS Ltd) is a sales agency selling titles from a range of publishers into bookshops across the UK and Irish market and is also administered from our offices in Edinburgh.

DON’T DELAY – Closing Date for applications is 30 April 2024.

What’s the main purpose of job?

Here’s the nitty-gritty. This job will involve you in the following areas:

  • Invoice processing & maintenance of Purchase & Sales Ledger(s)
  • Credit control
  • Supplier statement reconciliation
  • Support for the administration of author royalty payments
  • Bank reconciliations for Sterling, Dollar, and Euro bank accounts
  • Expense analysis
  • Sales Reporting
  • Year end preparation
  • Provide finance and administration support to the production and editorial teams

Tasks & scope of the job


  • Processing of Sales and Purchase ledger invoices
  • Credit control
  • Banking & cashflow maintenance
  • Processing cash receipts and payments, including monthly bank reconciliations
  • Help in preparation and reconciliation of quarterly VAT returns
  • Help in preparation of accounts information for annual financial statements and tax return
  • Petty cash administration
  • Events cash administration and reconciliation
  • Assist with Royalties administration as require
  • Project costing preparation and review
  • Administer Alba wholesale
  • Expense processing
  • Expenses analysis
  • General Admin
    • Other duties as required to support FD/FC/FM
    • Telephone answering
    • maintain accounting files
    • incoming & outgoing mail
    • photocopying / scanning

Skills Required

  • Ability to work to deadlines
  • Excellent attention to detail
  • Strong Excel skills
  • Ability to calculate and interpret financial information
  • Prioritising skills and the ability to work within a small team
  • Strong interpersonal skills with the ability to communicate with relevant parties
  • Ability to work on own initiative

You also need the following:

  • 3 Highers or equivalent
  • Sage 50 Accounts knowledge useful but not essential
  • 2 acceptable References

Find out more about us here.

Open and honest, welcoming and inclusive

The long-standing aim of Birlinn Ltd is to create an inclusive staff team and nurture writers and illustrators who together reflect the diversity and stories of our nation and the audience who will read them. Whilst we sit at the heart of cultural life in Scotland, our authors are known far beyond, and we are proud of what we have achieved together since we started out in 1992.

In order to deliver on our aim, and as we move forward, we are working to remove barriers. We seek out new talent and new collaborations and welcome the opportunities they bring.

As a company we are committed to ensuring that we, and our supply chain, are free of slavery and human trafficking. We comply with the Modern Slavery Act 2015 and due diligence is undertaken to provide assurance of this.

For further information on this opportunity or to submit, please email us at

THE CLOSING DATE IS 30th April 2024.

The starting salary level is £23k

Due to the high volume of applications we receive we are unable to respond to everyone. If you have not heard from us within 2 weeks of the closing date then unfortunately you have not been shortlisted for the position. We will keep your information securely until the end of the appointment process. Unless you are the successful applicant, all of your information will be deleted from our systems at that point.

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