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.