Job title: Executive Support Officer

Attributes

Experience

Essential:

• Experience of servicing committees and senior management meetings, including scheduling and minute taking.
• Experience of providing administrative support at senior level.
• Experience of staff supervision systems, policies and procedures.
• Experience of people management

Education, qualifications and training

Essential:

• You will be educated to SCQF Level 8 or equivalent experience in administration, management or business studies.

Desirable:

• HNC/D or equivalent.

Skills and knowledge

Essential:

• Excellent communication and negotiation skills.
• Excellent report writing skills with ability to report and present information in a succinct manner
• Good working knowledge of IT packages including Microsoft Applications
• Experience of developing processes and procedures.
• Ability to manage conflicting priorities and work to tight deadlines/plan and prioritise workloads.
• Ability to supervise staff and provide training and development opportunities to maximise resources.
• Ability to delegate work appropriately within the support team.
• Ability to translate plans into action.

Key performance outcomes

Effective communication

Essential:

• Ability to prepare reports, minutes and other written communication to a high standard.
• Ability to express ideas clearly and concisely and to adapt communication to suit different audiences.
• Ability to form constructive working relationships with people at all levels in the organisation.
• Regularly communicates with and ensures they are accessible to their team.
• Ability to communicate decisions to team members.

Desirable:

• Encouragement of colleagues to express their own ideas.

Objective decision making

Essential:

• Demonstrates analytical and systematic approach to problem solving.
• Encourages and supports decisions of team members.
• Considers organisational values in relation to the impact of their decisions.
• Considers the wider context in which the Care Inspectorate operates.

Desirable:

• Ability to express and present complex information.

Planning and organising

Essential:

• Ability to react to changing priorities and to prioritise conflicting demands.
• Ability to forward plan and prevent any operational difficulties.
• Regularly reviews workloads, goals and targets with team and prioritise where necessary.
• Uses 1-1 supervision to support team members to plan workloads.
• Delegates effectively to others and optimises resources to achieve desired results.
• Allocates people and resources effectively by taking account of individual strengths and development needs.

Flexibility

Essential:

• Encourages a flexible, positive approach to work in their team.
• Applies rules and procedures sensibly and understands where flexibility is required.
• Ability to apply skills flexibly within teams as required.

Improvement focus

Essential:

• Contributes to the development of operational processes and systems.
• Ability to identify gaps in performance and make appropriate suggestions for improvement.
• Ability to use knowledge and experience to gather and consolidate information to make appropriate improvements.
• Demonstrates initiative, drive and determination to complete tasks and achieve objectives.
• Improves the development and quality of services

Desirable:

• Demonstrates understanding of the principles of public accountability.

Teamworking

Essential:

• Contributes to the organisational and team vision and purpose and shares this effectively.
• Encourages the team to work co-operatively with each other.
• Involves the team in decision and actions.

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

Job title: Executive Support Officer

Location: Any Care Inspectorate office but will be expected to travel to Dundee Headquarters and other offices of the Care Inspectorate when required.

Responsible to: Executive and Committee Support Manager

Principal working contacts

• Chief Executive and Executive Directors
• Senior Manager
• Board Members
• Executive and Committee Support Manager
• Members of Executive and Committee Support Team
• Corporate Support Officer
• Members of Corporate Support Team

Job purpose

• To provide comprehensive support to the Committees of the Care Inspectorate Board.
• To provide comprehensive support to strategic management group meetings.
• To provide high quality, effective executive support to the Partnership Forum and other high-level meetings as required.
• To manage, support and develop a team in the provision of high level, confidential support to senior management.

Key responsibilities

• To assist and support the Executive and Committee Support Manager in delivering a high quality, effective executive support service to the Board and its Committees, strategic management group and other high-level meetings as required.
• To ensure all paperwork, agendas, reports and any other related material is prepared, quality checked and circulated in accordance with agreed deadlines; this includes liaising with the meeting Chairs, Lead Officers and the Committee Conveners on a regular basis.
• To manage and maintain schedules of business and action records, ensuring colleagues are aware of changes that affect them in a timely manner.
• To work closely with the Executive and Committee Support Manager to ensure that Committees’ reporting requirements to the Board are adhered to.
• To be knowledgeable in all relevant Terms of Reference, the Board Code of Conduct and other key governance documents.
• To be the lead secretariat support for all relevant high-level meetings involving scheduling and co-ordinating meetings, assessing priorities, enquiries and requests as necessary.
• To provide the lead support for the Business Continuity Management plan and processes
• To ensure all paperwork, preparation of agendas, reports and any other related material is prepared in advance of high-level meetings, liaising with meeting Chairs/Conveners, in accordance with agreed deadlines.
• To prepare minutes and action records of high-level meetings and distribute these within appropriate timescales in accordance with procedures.
• To organise, plan and delegate work appropriately to ensure the provision of a high standard and efficient executive support service to senior management.
• To assist in the recruitment and selection of executive and committee support staff and other business support staff as required.
• To deputise for the Executive and Committee Support Manager when required, particularly at Board meetings.
• To provide occasional secretariat cover in the absence of the other Executive Support Officer.
• To provide occasional line management cover to the teams of the other Executive Support Officer and/or the Corporate Support Officer, in their absence.
• Within the scope of the ESO role, undertake such other duties as may be required.

People management

• Provide line management support to the team on a daily basis.
• Implement and monitor the Care Inspectorate’s performance development process and ensure that all line-managed employees have a Personal Development Plan.
• Promote the health, safety and wellbeing of employees, with responsibility for ensuring that the Care Inspectorate’s health and safety policies, procedures and practice and legislative requirements are met across the team.
• 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
• Effectively manage the attendance of staff within established policies and procedures to support Care Inspectorate attendance targets.
• Promote diversity, equality of opportunity, fairness, dignity and trust, ensuring that these principles are upheld across all areas of service delivery.

Relationship management

• Ensure productive and smooth working arrangements and protocols between staff delivering executive and committee support and all other Care Inspectorate employees.
• Develop and maintain constructive and co-operative working relationships with internal and external stakeholders to ensure effective and efficient executive and committee support.
• 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.
• To ensure effective communication of the Care Inspectorate's work with people who use care services, carers, relatives and advocates.

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.