Person specification

Job title: Personal Assistant

Attributes 

Experience

Essential 

  • Extensive secretarial/office experience.
  • Experience of interpreting the business conducted at meetings and producing accurate minutes to reflect discussion and decision.
  • Experience of providing administrative support at senior level.
  • Experience of preparing basic reports for submission to senior members of staff.

Desirable

  • Ability to develop and produce correspondence and emails on behalf of the Director.

Education, qualifications and training

Essential 

  • Educated to SCQF level 5 (i.e. standard grade or equivalent).

Desirable

  • Hold a relevant qualification in administration, and/or secretarial studies at SCQF Level 7 or above (e.g. HNC/D or equivalent.)

Skills and knowledge

Essential 

  • Excellent communication and negotiation skills
  • Excellent organisational, planning and decision making skills.
  • Ability to manage conflicting priorities and work to tight deadlines/plan and prioritise workloads.
  • Experience of developing processes and procedures
  • Good working knowledge of IT packages including Microsoft Applications and database input.
  • Ability to translate plans into action

Key performance outcomes

Effective communication

Essential 

  • Ability to prepare 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 colleagues and key contacts.
  • Ability to communicate decisions to colleaguesand key contacts.

Objective decision making

Essential 

  • Demonstrates ananalytical and systematic approach to problem solving.
  • Encourages and supports decisions of colleagues and key contacts.
  • Considers Care Inspectorate values in relation to the impact of their decisions.
  • Considers the wider contextin which the Care Inspectorate operates.

Desirable

  • Ability to express and present complex information.

Planning and organising

Essential 

  • Ability to react to changing priorities and manage conflicting demands.
  • Ability to forward plan and prevent any operational difficulties.
  • Uses a systematic approach to make efficientuse of time and manage workload.
  • Recognises the need to be flexible in order to meet changing priorities.
  • Follows directions and procedures.

Flexibility

Essential 

  • Demonstrates a flexible, positive approach to work.
  • Listens to feedback and ideas from people and will take appropriate and considered action.
  • Adapts well to change, adjusting priorities as required.
  • Ability to apply skills flexibly as required.

Personal accountability and responsibility

Essential

  • Contributes to the development of operational processes and systems.
  • Demonstrate initiative, drive and determination to complete tasks and achieve objectives.
  • Improve the development and quality of services.
  • Takes responsibility for decisions and actions taken.
  • Maintains a high standard of work and actively seeks out continuous improvement.
  • Demonstrates initiative within own area of expertise.
  • Takes responsibility for identifying and addressing areas of personal and professional development.

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


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Job profile

Job title: Personal Assistant

Responsible to: Executive Support Officer

Principal working contacts

  • Executive Support Officer
  • Members of the Strategy and Improvement Directorate
  • Strategic Management Team
  • Senior Managers
  • Executive and Committee Support Manager Executive and Committee Support Team Corporate Support Team
  • Scottish Government and other external bodies and partners

Job purpose

To provide high quality, confidential PA support to the Executive Director of Strategy and Improvement.

Key responsibilities

  • Check and prioritise all email correspondence and meetinginvitations on behalf of the Executive Director.
  • Develop and administer a system for dealing with enquiries and correspondence on behalf of the Executive Director, including composing responses to routine correspondence.
  • Monitor progress of the preparation of replies by colleagues to correspondence to the Executive Director, within appropriate timescales.
  • Manage and co-ordinate the Executive Director’s diary, making appointments and arranging meetings, events, booking venues, organising catering and hospitality for visitors as necessary.
  • Make all travel and accommodation arrangements for the Executive Director.
  • Prepare and circulate agendas and paperwork for meetings, as required.
  • Attend meetings as required at our head office and at various locations across Scotland, in order to take notes/minutes and prepare action records.
  • Assist in the preparation of PowerPoint presentations/speeches as required.
  • Establish good working relationships in regular communication with other officers of the Care Inspectorate, external partners, Scottish Government and members of the public. 
  • As part of the wider Executive Support team, provide PA support cover in the absence of the other PAs.
  • 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.

Relationship management

  • Ensure productive and smooth working arrangements and protocols between staff delivering directorate 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 directorate support.
  • Demonstrate a commitment to the CareInspectorate’s aims,vision and values and to the Care Inspectorate’s overall objective of improving care in Scotland.
  • To ensure effective communication of the CareInspectorate's work with people who experience care, carers, relatives and advocates.

Other duties

This job may require some travel and may involve some overnight stays and unsocial hours.

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.


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Job profile

Job title: Applications Manager

Responsible to: Head of IT Service Delivery

Principal working contacts

Director of IT & Digital Transformation Head of IT Service Delivery

IT Service Operations Manager

IT Customer Service & Transition Manager

IT Service Operations Team

Other key IT Teams and contacts (Security & Compliance Team, Development Team, and Project Managers)

Job purpose

The Applications Manager will lead and manage a development team, responsible for the delivery of technical solutions, in support of IT services and Digital Transformation at the Care Inspectorate.

The Applications Manager is an operational management role leading a team to deliver the planning, software development, integrations, implementation, release and on-going support of business applications, with a support model that ensures the delivery of service standards to agreed service levels and leading the development of digital standards through continual service improvement.

Key responsibilities

  • Lead the team responsible for designing, developing, and maintaining all business applications at the Care Inspectorate, overseeing analysis, planning, testing, and documentation.
  • Lead a team ensuring the continuity, integrity and availability of all business apps.
  • Manage the ongoing monitoring and maintenance of digital apps usage.
  • Coordinate knowledge management processes to support the sharing of relevant app service information effectively.
  • Assist the Enterprise Architect in developing system architectures aligned with design principles.
  • Collaborate with the IT Customer Service and Operations Managers to ensure smooth release, transition, and management of digital apps.
  • Partner with the IT Service Operations Manager to efficiently manage infrastructure and utility costs related to digital apps delivery.
  • Work with Customer Service Manager to integrate app support service with the wider Service Desk team.
  • Support procurement activities necessary for maintaining continuity and development of business applications.
  • Support project delivery, resource management, and environment management processes as part of the IT management team, while ensuring regular reporting on achievements and plans.
  • Deputise for the Head of IT Service Delivery as necessary.

Relationship management

  • Support the Head of IT Service Delivery to maintain healthy and effective relationships with senior stakeholders, business service owners and staff at all levels, to ensure a positive, collaborative working environment.
  • Maintain an effective app support and development team ensuring that performance management, professional development and employee engagement are key areas of focus.
  • Maintain and develop a healthy team dynamic, encouraging skills and knowledge sharing, ensuring a consistency of standards and service
  • Promote the principles of partnership working throughout the organisation and in all working practices in accordance with the Care Inspectorate's Partnership Agreement.
  • Be proactive in raising public awareness in the work of the Care Inspectorate.
  • Demonstrate a commitment to the Care Inspectorate’s aims, vision and values and to the Care Inspectorate’s overall objective of improving care in Scotland.

People management

  • Lead and manage a team, ensuring that they work effectively to meet the aims, objectives and targets of Care Inspectorate.
  • Provide advice, guidance and support to team members through regular one-to-one supervision, performance development reviews and personal development plans to ensure continuous improvement in their work, supporting their personal and professional development.
  • Coordinate and monitor administrative support to the team
  • Promote consistent, high-quality practice amongst team members, manage their performance and monitor their standards and behaviour.
  • Promote the health, safety and welfare of staff in accordance with Care Inspectorate policies, procedures and guidance.
  • Promote diversity and equality of opportunity, ensuring that these principles are upheld across all areas of work.

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.

 


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Person specification

Job title: Applications Manager

Attributes

Experience

Essential

  • Considerable experience in leading digital/ software development in medium/large-scale public-sector projects, familiar with supporting cloud-based applications.
  • Demonstrate excellent technical expertise in areas including applications development and have a well-rounded understanding of computer systems and networks with the analytical skills needed to identify and troubleshoot issues that arise within applications and use problem-solving skills to determine the best solutions for these issues.
  • Proven experience of designing, building and delivering working solutions which meet customer needs.
  • Proven experience in a range of Internet / Intranet based technologies.
  • Experience of formal Project Management Methodologies. (Agile, Prince2)

Desirable

  • Experience of working with other regulatory bodies or partner scrutiny bodies.
  • Experience of working with Azure PaaS and DevOps environments.


Education, qualifications and training

Essential

  • Educated to SCQF level 9 in IT or graduate qualification in a software engineering or related field.
  • Evidence of continuous professional development.

Desirable

  • Membership of a Professional body, appropriate to Software Engineering
  • Project Management qualification


Skills and knowledge

Essential

  • Ability to provide user-centric solutions, which users find simple and intuitive to use.
  • Ability to challenge and test traditionally held views about web development, and contribute suggestions for continual improvement within IT.
  • Have high attention to detail and accuracy. § Excellent written and verbal communication and interpersonal skills across all levels in the organisation.
  • Proven ability to multitask in a fast-paced environment to deliver effective outcomes and meet targets on time.
  • Ability to prioritise workload.
  • Ability to evaluate the impact of decisions on stakeholders and include this in the decision-making process.
  • The ability to analyse complex issues related to digital applications and provide effective solutions
  • An ability to adapt to evolving technologies and the ability to bring innovative solutions to digital application challenges
  • Ability to make fully evaluated and firm recommendation and proposals to the IT Management Team
  • Strong decision-making and quality leadership skills to effectively motivate, develop and lead the team to complete necessary tasks.
  • Experience in reporting and providing status updates to senior management.
  • Experience in budget management.
  • Understand organisational motivations including problems, goals, and objectives.
  • Drive continuous improvements in process maturity.
  • Facilitation skills: ability to facilitate workshops with all staff levels.
  • The ability to build relationships and collaborate with other teams, fostering a positive working environment.

Desirable

  • Ability to align the application roadmap with the IT strategy
  • Ability to support the ongoing development of strategic plans.


Key performance outcomes

Service improvement

Essential

  • Uses knowledge and experience to gather and consolidate information to make appropriate changes and improvements.
  • Aware of trends and changes and maintains professional knowledge and skills.
  • Encourages and promotes innovative ideas.
  • Ability to identify gaps in performance and make appropriate suggestions for improvement.
  • Demonstrate initiative, drive and determination to complete tasks and achieve objectives.


Leading others

Essential

  • Ability to provide leadership, a clear sense of purpose and direction.
  • Ability to take a flexible, pragmatic approach to support to effectively achieve performance objectives i.e. interim redeployment of team members.


Team working

Essential

  • Adapts to the team and builds team spirit.
  • Listens, consults others, and communicates proactively.
  • Demonstrates integrity.
  • Contributes to the shared vision and purpose and shares this effectively. Involves the team in decision and actions.
  • Ability to work effectively with members a multidisciplinary team to deliver business improvement.


Effective communication

Essential

  • Listens to, understands, and communicates complex and multi-stranded information from a range of sources, adopting effective questioning techniques to elicit and appreciate a range of views.
  • Ability to negotiate with others in a way that suits the situation, demonstrating a prominent level of theoretical and practical knowledge.
  • Ability to express ideas clearly and concisely, explain intricate and complicated concepts and ideas.
  • Excellent verbal and written communication skills.
  • Equally at ease in technical discussions with IT colleagues as well as business discussions with senior managers and employees.
  • Ability to select appropriate communication style and methods depending on the needs and abilities of the audience.
  • Ability to explain IT concepts and issues in a straightforward way, without using technical jargon.
  • Ability to advise, persuade and influence people in a professional and effective manner.


Objective decision making

Essential

  • Demonstrates analytical and systematic approach to problem solving and decision making.
  • Ensures the Business Analysis team has the appropriate support, resources, and authority levels to make decisions quickly and easily.
  • Encourages and supports decisions of team members.
  • Considers Care Inspectorate values in relation to the impact of their decisions and considers the wider context in which the Care Inspectorate operates.
  • Ability to work autonomously.
  • Ability to make appropriate and realistic judgements based on professional expertise, relevant, up to date and verifiable information.


Planning and organising

Essential

  • Ability to plan, execute, track and report on delivery progress against requirements.
  • Works in a systematic, methodical, and orderly way.
  • 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.
  • Focuses on customer needs and satisfaction.
  • Sets ambitious standards for quality and quantity and monitors and maintains quality and productivity.


Flexibility

Essential

  • Encourages a flexible, positive approach to work in their team.
  • Applies regulation and standards sensibly and understands where a flexible approach may be required.
  • Works productively in a high-pressure environment.
  • Adapts to changing circumstances.
  • Has a flexible and pragmatic approach to ideas and change initiatives.
  • Is open minded to suggestions about how to improve processes within the Care Inspectorate.
  • Exercises professional judgement when considering options and outcomes.
  • Demonstrates personal resilience, being able to work flexibly under pressure with stamina and tenacity to deliver results.

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


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Person specification

Job title: Inspection Planning Manager – Workforce Planning and Data 

Attributes 

Experience

Essential:

  • General experience of workforce planning activities.
  • Significant experience of office management
  • Staff supervision, systems and processes
  • Workload planning, prioritisation and allocation

Desireable: 

  • Experience of collaborative/ partnership working.

Education, qualifications and training

Essential:

Desireable: 

  • Qualification at SCQF Level 6/7 in relevant subject area (i.e. Highers / HNC)

Skills and knowledge

Essential:

  • Sound knowledge of Microsoft Excel and Power BI
  • The ability to communicate effectively, both verbally and in written form.
  • The ability to undertake performance and information analysis in order to formulate and implement strategies and actions effectively.
  • Capable of challenging current thinking in a positive and constructive way to develop new and innovative approaches to planning and improvement.
  • Ability to translate plans into action.
  • Effective negotiating and influencing skills
  • Demonstrate a broad level of knowledge of working within inspection/regulation of care and associated IT systems.
  • Demonstrate understanding of equality and diversity.
  • IT literate, demonstrating experience of IT systems and processes, using the most effective methods to communicate and manage information.

Desireable: 

  • Understanding of project management

Key performane outcomes

Leading others

Essential:

  • Ability to provide leadership, a clear sense of purpose and direction to staff.
  • To effectively deploy staff and other resources to achieve corporate aims, objectives and targets.
  • Ability to ensure that the planning function conducts itself in accordance with the highest standards of integrity, probity and openness through the implementation of robust corporate governance.

Desireable:

  • Demonstrates experience of delivering change and improvement at an operational level.

Management of resoures

Essential:

  • Ability to bring together the overall work of a team of staff and involve team members in decision-making.
  • Manage resources and budgets effectively and in accordance with Care Inspectorate’s corporate aims and objectives.
  • Delegates effectively to others.
  • Identifying skills and experience of individual staff and making the best use of resources.
  • The ability to adopt a flexible approach to competing priorities and changing circumstances and encourages and supports others to so.
  • Ability to drive continuous improvement
  • Applies rules and procedures sensibly.

Effective communication

Essential:

  • Articulate and positive communicator both in verbal and written communication skills.
  • Ability to express ideas clearly and concisely and adapt communication to suit different situations.
  • Ability to form constructive relationships with managers and staff at all levels of the organisation.
  • Ability to communicate effectively with external stakeholders and manage partnership arrangements effectively to secure positive outcomes/key deliverables.

Desireable:

  • Good public speaking skills with ability to represent the Care Inspectorate at conferences, events.

Impact and influence

Essential:

  • Demonstrates ability to influence at all levels.
  • Demonstrable ability of promoting, leading and implementing strategies and change programmes.
  • Evidence of building positive relationships, engaging and collaborating effectively with others internally and externally.
  • Demonstrates personal resilience, being able to work flexibly under pressure with stamina and tenacity to deliver results.

Desireable:

  • Ability to take account of wider political and organisational sensitivities to deliver strategic objectives.

Objective decision making

Essential:

  • The ability to assist key stakeholders to develop strategies and action plans with others, in line with corporate aims and objectives.
  • Demonstrates an analytical and systematic approach to problem solving.
  • Ability to make appropriate and realistic judgments, based on relevant, up to date and verifiable information
  • Ensures that team members have appropriate support, resources and authority levels to make decisions quickly and effectively.
  • Encourages and supports devolved decisions-making.
  • Considers the Care Inspectorate’s strategic vision, corporate aims and objectives and values in leading and managing others
  • Ability to take responsibility for difficult decisions and to remain resilient against possible criticism.

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