Job title: Business Support Assistant (Corporate Support)

Responsible to: Corporate Support Officer

Job profile

Principle working contacts

  • Heads of service
  • Senior managers
  • Corporate support officer
  • Directorate teams
  • Executive and committee support manager
  • Care Inspectorate colleagues
  • External agencies and suppliers
  • Members of the public

Job purpose

To provide comprehensive, confidential business support to a range of corporate teams and heads of service across the organisation, as well as general office business support within the Care Inspectorate’s head office, in line with Care Inspectorate policies and procedures.

Key accountabilities

  • Provide business support to Care Inspectorate colleagues ensuring a high level of quality, consistency and confidentiality in line with organisational policies.
  • Prepare information and correspondence in a clear and concise manner ensuring accuracy and compliance with corporate style.
  • Undertake specialist activities and/or projects, in accordance with procedures or instructions, to support the effectiveness of the various corporate functions and the Care Inspectorate as a whole.
  • Prepare all correspondence and any information relating to the work of Care Inspectorate using relevant IT systems.
  • Process requisitions, orders and invoices using the organisation’s purchase ordering processes and systems.
  • Schedule meetings and events.
  • Distribute meeting agendas and related documentation according to deadlines.
  • Attend meetings in order to prepare action records.
  • Process low value monetary purchases using the Government Procurement Card
  • Input, maintain and extract data and information within the Care Inspectorate’s digital and manual systems.
  • Provide general office business support as required as part of the office team. This may include:
  • Reception cover
  • Stationery management
  • Checking travel and subsistence claims
  • Supporting the online room booking system in relation to setting out rooms for meetings and events
  • Ad-hoc office based tasks when required.
  • Carry out your duties in accordance with our Health and Safety policies, procedures, guidance, practices and legislative requirements, taking responsible care for your safety and that of others who may be affected by what you do or fail to do while at work.

Relationship management

  • Ensure productive and smooth working arrangements and protocols with all internal and external stakeholders.
  • Develop and maintain constructive and co-operative working relationships with internal and external stakeholders to ensure effective and efficient business support.
  • Work within hybrid teams, including occasional travel as required by the job across Care Inspectorate offices/event attendance.
  • Contribute to the continuous development of the Care Inspectorate and manage change effectively and creatively.
  • Promote the principles of partnership working throughout the organisation and embrace this as the agreed way of working.
  • Promote a positive and inclusive working environment which supports continuous professional development.
  • Ensure effective communication of Care Inspectorate’s work with people who experience care.

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 the 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.

Person specification

Attributes

Experience

Essential:

  • Demonstrate knowledge and understanding of business support role at a similar level.

Desirable:

  • Experience of working with external/internal contacts at all levels.
  • Experience of working within an office environment.

Education, qualifications and training

Essential:

  • You will be educated to SCQF Level 5 (eg National 5 level) or have the equivalent skills and experience.

Skills and knowledge

Essential:

  • Excellent working knowledge of Microsoft Office software.
  • Excellent communication (written and verbal) skills.
  • Good interpersonal skills.
  • Excellent planning and organisational skills.
  • Ability to work on own initiative and prioritisation of workload.
  • Ability to meet deadlines.
  • Attention to detail.

Desirable:

  • Experience of working with bespoke IT systems/databases.

Key performance outcomes

Please note, these are key performance outcomes to be used to recruit into the role.

Effective communication

Essential:

  • Portrays a positive image of the Care Inspectorate when communicating (written and verbal) both inside the organisation and externally.
  • Selects appropriate communication, style and methods depending on the needs and abilities of the audience.
  • Listens actively to people, questions and checks understanding.

Planning and organising

Essential:

  • Uses a systematic approach to make efficient use of time and manage workload.
  • Recognises the need to be flexible to meet changing priorities.
  • Prioritises work effectively to meet deadlines and objectives.

Flexibility

Essential:

  • Demonstrates a flexible, positive approach to work and is a team player.
  • Listens to feedback and ideas from people and will take appropriate and considered action.
  • Adapts well to change, adjusting priorities as required.
  • Understands where a flexible approach is required.

Desirable:

  • Understanding or experience of working within a hybrid working system.

Team working

Essential:

  • Remains tolerant and fair towards others, values diversity and is non-discriminatory in their actions.
  • Values and makes use of the skills, knowledge and experience of others.
  • Works co-operatively and supportively with others.