How to work for CoWL

CoWL is carer and disability-led organisation, supporting over 8,500 carers, young carers and disabled people in West Lothian. We have a fantastically skilled and caring team - could you be our next great team member?

What is special about working for CoWL?

Be part of a caring, highly-skilled team of people, all dedicated to making sure unpaid carers, young carers and disabled people are included and valued.

You can expect to work in a welcoming, supportive and inclusive environment, where flexible and hybrid working arrangements are available.

Staff rated CoWL 4/5 stars as an employer, in our recent staff survey. When asked about the value of their work, 100% of staff responded by saying it was meaningful.

We are a Living Wage Employer, Age Friendly Employer, Carer Positive Exemplary and a Disability Confident organisation. CoWL is committed to operational excellence which is evidenced by our EFQM Model qualification.

If you would like to talk to someone about employment at CoWL, please contact us.

Current job opportunities

If you wish to apply for any of our job openings, please find details below. Follow the guidance to apply or, for more information, contact CoWL on 01506 448000 or by email at office@carers-westlothian.com.

  • Title: Business Support
    Employer: CoWL
    Place of work: Sycamore House, Quarrywood Court, Livingston EH54 6AX
    Hours: 21 hours per week (part time)
    Reports to: Senior Administrator
    Salary: £30,468 FTE £18,281 pro-rata

    Aim and purpose of the post:

    • To provide comprehensive financial and administrative support to CoWL 

    • To provide effective and efficient administrative support required for HR

    • General administration of the building and the associated facilities including health and safety.

    • To provide effective and efficient administrative support required for the successful delivery of the Short Breaks Time to Live (TTL) scheme.

    • To work with the Short Breaks Co-ordinator, to promote, develop and arrange short breaks which lead to positive outcomes for carers, young carers and disabled people.


    Key Tasks / Job Activities:

    Financial

    • Maintain day-to-day book-keeping records using the computerised financial accounting system, Xero and online authorisation through Approvalmax.

    • Process invoices and TTL payments made via BACS/cheques/direct debits, raise invoices.  Bank transfers via internet banking.

    • Processing and distribution of TTL micro grants, vouchers and assistance funds to beneficiaries

    • Reconciliation of all financial transactions using platforms including Xero, Justgiving, Stripe, Square and Accuity

    • Input data, budgets and pull reports from above platforms

    • Responsible for banking and cash handling.

    • Maintaining electronic financial filing system and preparing for audits.

    • Provide support to Senior Admin in all financial matters, where required.

    • Keep financial records to enable Gift Aid applications

     HR

    • Prepare salary checklist, send to CEO and Senior Admin for checking, ensure Payroll provider is notified of these amendments within appropriate timescales.

    • Check salary reports to ensure staff changes notified have been implemented.

    • On receipt of salary reports, prepare and send pension spreadsheet and ensure pension payment is made.

    • Ensure BreatheHR is monitored, expenses are paid, and time log reports are pulled to ensure all staff are paid correctly for sessional or additional hours.

    Building

    • To ensure that the building security system is maintained and operated effectively including regular fire and intruder alarm maintenance, alarms tested and appropriate records are kept.

    Service support

    • Maintain stocks of stationery and office supplies and order replacements as required.

    Other

    • Undertake any other tasks or duties necessary to achieve the goals of the organisation under the direction of the Senior Administrator

    • Working professionally and effectively at all times in line with CoWL’s organisational and operational policies and procedures.

    Staff Development

    There will be a comprehensive induction programme within CoWL during the first four weeks in post.  CoWL is committed to staff development and training.  A programme of staff training and development opportunities is developed yearly. 

    Criminal Record Disclosure

    The post entails work with vulnerable people.  CoWL will request a Disclosure Scotland PVG check prior to a formal offer of employment being made.

    Conditions of Service

    21 hours per week, as agreed with your line manager. The role offers flexibility to meet the needs of the service, with occasional evening or weekend work where required. In these instances, time off in lieu will be agreed. There is also flexibility in where you work, with opportunities for a blended approach between home and office working, depending on service needs. 

    Annual Holidays

    25 days annual leave per annum, pro rata. In addition 5 enhanced annual leave days in lieu of public holidays plus 7 public holiday days pro rata each year. 

    Supervision

    The post holder will receive regular supervision and yearly job appraisals.  The frequency of supervision meetings may vary from weekly, to fortnightly, to monthly, to bi-monthly.  The frequency will take account of the nature of the job, the post-holder’s length of experience, whether any development or change is in process, and individual preference for levels of supervision and support.

    Equal Opportunities

    CoWL is an Equal Opportunities organisation and is committed to being an Equal Opportunities Employer.

    Pension

    CoWL will automatically enrol employees into the organisation’s approved pension scheme unless the employee opts out.  The employee contribution must be a minimum of 5%.  CoWL will match employee’s pension contributions up to 6%. 

    Union

    CoWL will recognise the right of employees to join an appropriate Trade Union.

    Travel

    Some travel within West Lothian and beyond may be required. Therefore, the post holder is expected to use his or her own transport. If the post holder’s own car is used, a current full driving licence and insurance covering the use of the vehicle for work purposes must be held. A casual car user’s allowance is available if the post holder’s own car is used; business mileage expenses of 50p/mile will be paid. 

     

    PERSON SPECIFICATION

    Knowledge / experience

    • Experience in using computerised financial accounting package, such as Xero or similar software, is essential

    • Experience in using software such as Approvalmax, Justgiving, Square, Stripe and Accuity

    • Experience of working in a similar role

    • Experience of using databases including inputting and extracting statistical data for reporting and monitoring purposes

    • Experience and a good understanding of Office 365 including Excel, Word etc

    Skills / Attributes

    • Excellent planning and organisational skills with ability to prioritise competing demands, work independently, and to organise own workload

    • Excellent communication skills both verbal and written with a thorough attention to detail

    • An understanding of the challenges faced by carers, people with physical and/or learning disabilities and their families, and of their support needs

    Personal Qualities (e.g. Interpersonal skills, attitude)

    • A positive, enthusiastic and flexible attitude

    • Good interpersonal skills with an ability to relate to a wide range of people 

    • The ability to work as part of a team

    • A desire to take on new challenges

    • Flexible approach to work

    Closing date: 5pm on 23rd October 2026

    Link to complete application - Business Support (21 hours) – Fill in form

    Equalities Form - Equalities Monitoring Form (Admin) – Fill in form