Person specification

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 profile

Job title: Team Manager

Location: Various

Responsible to: Service Manager

Principal working contacts

• Executive and senior management teams
• Care Inspectorate inspectors and strategic inspectors
• Care Inspectorate administration
• Team manager colleagues
• Local authority officers including chief social work officers
• Members of the public and stakeholders in the service area including large provider groups

Job purpose

Lead and manage a multi-professional team to ensure that the registration/inspection/complaints/enforcement work of the Care Inspectorate is carried out across the range of services for children, adults and criminal justice.

To support strategic inspections, national policy work, internal & external development initiatives to ensure that the Care Inspectorate performs effectively and efficiently as an independent, scrutiny and improvement body.

Ensure consistency and quality in all aspects of inspection, regulation and complaints.

Support the service managers, in ensuring that the Care Inspectorate meets its responsibilities, as defined by the Public Services Reform (Scotland) Act 2010 and other relevant legislation, in delivering its scrutiny and improvement activities and corporate plan by leading internal development work, network building and joint strategy developments at provider, local authority, health board and community levels.

Key responsibilities

Contribution to strategic leadership and direction:

• In conjunction with the service managers, contribute to the strategic direction of the specialist area, building the diverse strands of activity into a cohesive, integrated and productive team, aligned to the achievement of the Care Inspectorate’s aims and objectives, focusing energy and resources on agreed outcomes;
• In conjunction with the service managers, formulate objectives, strategies, action plans and targets for activity within the specialist area and ensure that these are achieved;
• In conjunction with the service managers, contribute to the continuous improvement and quality systems development of the Care Inspectorate;
• Use professional knowledge to highlight issues that could impact on the corporate and strategic management of the Care Inspectorate and the development of consistent practice;
• In conjunction with the service managers, lead in facilitating and delivering business and cultural change within the Care Inspectorate, ensuring all staff embrace the evolving culture;
• In conjunction with the Head of Quality and Improvement, facilitate implementation of improvement and quality assurance activities internally and externally;
• Support the Care Inspectorate’s contribution to national policy initiatives and developments;
• Contribute to the joint strategic inspection process including it’sits evaluation and the implementation of learning;
• As part of the management team develop and deliver training to staff and external stakeholders including dissemination of best practice;
• Lead practice development strategies and events for providers and the relevant sector.

Operational management:

• Manage and be accountable for the registration/inspection/complaints/enforcement work of the team, including making visits to resolve outstanding issues;
• Ensure codes of practice and operational standards are met in respect of the team’s service responsibility;
• Support and engage in the planning of work to meet the requirements of the Public Services Reform (Scotland) Act 2010, other relevant legislation, Codes of Practice and operational standards;
• Planning and managing the capacity of the team effectively and efficiently, making best use of their skills and experience to achieve targets and objectives;
• Allocate, monitor and review workloads and manage effectively the performance of employees to ensure the team’s targets and quality assurance standards are met;
• Support the service managers, in the budgeting process and contribute to revenue generation in line with best practice;
• Monitor the budgets to ensure cost effective expenditure within the team;
• Produce an annual report on the work and standards of provision within the team;
• Use professional knowledge and judgment to make decisions to resolve issues and conflict;
• Investigate complaints against the Care Inspectorate and review complaints investigated by the Care Inspectorate;
• Deputise for the service managers, when required and undertake such other duties as may be required by the service managers;
• Gather and analyse information, including statistical data, from a wide range of sources to plan and support a wide range of scrutiny and improvement activities undertaken by the Care Inspectorate or in cooperation with partner scrutiny bodies;
• Research evidence based, balance and sound judgement about the quality, effectiveness and impact of services provided within the range of services for children, adults and criminal justice social work as required;
• Support improvement in outcome focused, evidence based joint self-evaluation in local authorities and community planning partnerships;
• Develop, publish and report good practice guides, quality frameworks and other publications as required which support improvement and innovation and share good practice;
• Contribute to developing innovative approaches to inspection delivery and support continuous improvement and quality systems development.

People management:

• Ensure the regulatory and scrutiny functions are carried out as specified in the scheme of delegation;
• Lead, manage and provide professional advice to a multi-professional team, ensuring that their work is carried out in an effective and consistent manner and meets the targets and requirements of the Care Inspectorate;
• Support, develop and coach team members through regular one-to-one supervision, performance development reviews and personal development plans, to ensure the effective engagement of all staff and to build continuous improvement in service delivery;
• Promote consistent, high-quality practice amongst team members, and manage the performance and monitor standards and consistency of practice of all team members;
• Promote the health, safety and welfare of employees, being responsible for the health and safety policies, procedures and practice for both employees and premises, in compliance with Care Inspectorate and legislative requirements;
• Contribute to targeted recruitment, including assessment centres, and development of all professional employees, and the implementation of HR policies, across the service, ensuring that Care Inspectorate objectives are translated into meaningful and realistic personal objectives for staff;
• Promote diversity and equality of opportunity, ensuring that these principles are upheld across all areas of service delivery;
• Provide advice, guidance and support to senior managers in the Care Inspectorate and externally to Scottish Government colleagues and partner scrutiny bodies to inform policy development.

Relationship management:

• Develop an effective working relationship with all principal working contacts and administration and specialist professional colleagues to ensure smooth cross-service working;
• Develop and maintain productive and effective working relationships through the contact manager role with a range of appropriate external stakeholders and relevant key policy contacts within national bodies, Scottish Government, local authorities and health boards, service providers, together with relevant, designated regulatory and statutory agencies with responsibilities for service delivery and commissioning;
• Support the deployment, development and work of the lay assessors and monitor the effectiveness of their overall contribution to the delivery of the Care Inspectorate’s scrutiny and improvement functions;
• Implement mechanisms to consult and include all relevant stakeholders concerned in the delivery and regulation of care;
• Support the development of, and promote, the identity, culture, values and Codes of Practice of the Care Inspectorate;
• Promote the principles of partnership working throughout the organisation and in all working practices;
• Contribute to the work of the national inspection planning team in the development and delivery of the Care Inspectorate’s inspection plans by ensuring that inspection planning effectively takes into account local and national characteristics whilst ensuring that inspection targets are met;
• Represent the Care Inspectorate as required on a wide range of internal and external groups and at external conferences and events;
• Contribute to the continuous development of the Care Inspectorate and manage change effectively and creatively using adaptive leadership skills;
• At all interfaces be proactive in raising public awareness of the work of the Care Inspectorate in a positive manner, demonstrating a commitment to the Care Inspectorate’s aims, vision and values and to the overall objective of improving care in Scotland;
• Lead the involving people strategy at local level and lead community engagement strategies with advocacy, service user and other interest groups;
• Share appropriate information with Care Inspectorate colleagues and partner scrutiny bodies to ensure that scrutiny and improvement activities are risk-based, targeted and proportionate;
• Represent the Care Inspectorate on the Local Authority Networks (LANs) as part of the Shared Risk Assessment (SRA) process and act as the Care Inspectorate link to particular local authorities/community planning partnerships.

Other duties

This job requires 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.

Job profile

Job title: Corporate Support Officer

Location: Headquarters in Dundee

Responsible to: Executive and Committee Support Manager

Principal working contacts

• Executive and Committee Support Manager
• Executive Support Officers
• Strategic Management Group
• Heads of Service
• Corporate Senior Managers
• Employees of the Care Inspectorate
• External service providers

Job purpose

• Working closely with heads of service and senior managers to co-ordinate and provide an effective high quality business support service to corporate and core support functions of the Care Inspectorate.
• To line manage the Corporate Support team to ensure the provision of high-level business support
• To manage the reception service at headquarters in Dundee.
• Act as contract manager for low value contracts (less than £10k), liaising closely with the procurement team as and when required.

Key accountabilities

Strategic:

• To assist and support the Executive and Committee Support Manager in delivering a cohesive business support service for the Care Inspectorate and in driving a continuous improvement agenda.
• To manage the delivery of effective business support to the wider corporate teams for business needs.

Operational:

• To act as point of contact for heads of service and senior managers, assessing priorities, enquiries and requests as necessary.
• Organise, plan and delegate work appropriately to ensure the provision of high-level and efficient business support to the Care Inspectorate.
• Within the scope of the role, undertake projects from time to time.
• Approve expenditure in the Care Inspectorate’s financial system as part of delegated budget holder responsibilities.
• Be involved in the procurement of contracts for which the customer and business support function is responsible; this includes mail services, printing services and catering services.
• Monitor and review the services provided by contracted service providers
• Organise and attend meetings (including senior management meetings) as required to take accurate notes or minutes, and action records and to distribute these following the meetings.
• Assist in the recruitment and selection of business support staff.
• Ensure that all corporate support procedures and information systems are accurate and kept up-to-date.
• Assist in the provision of guidance, advice and support in relation to business support operational issues within the organisation.
• Deputise for the Executive and Committee Support Manager and undertake such other duties as may be required.
• Provide occasional line management cover to the teams of the Executive Support Officers, in their absence.

People management:

• To provide line management support to the corporate support team on a daily basis ensuring they are deployed in a way that delivers high quality administrative support across core functions of the Care Inspectorate.
• Implement and monitor the Care Inspectorate’s LEAD process and ensure that all team members are using the Learning Management System effectively to set goals and record one to one meetings.
• Promote the health, safety and welfare of employees, with responsibility for ensuring that the Care Inspectorate 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
• 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 corporate support and all other Care Inspectorate employees.
• Develop and maintain constructive and co-operative working relationships with internal and external stakeholders and contractors.
• 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.

Download the job profile in PDF format here.

Person specification

Jon title: Corporate Support Officer

Attributes

Experience

Essential:

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

Desirable:

• Experience of contract management

Education, qualifications and training

Essential:

• You will be educated to SCQF Level 8 (e.g. HND, diploma of higher education) or have relevant skills and experience in administration, management or business studies.

Skills and knowledge

Essential:

• Excellent communication and negotiation skills.
• Good working knowledge of IT packages. including spreadsheets, Microsoft Applications and database input.
• 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 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 communicate with and ensure accessibility to the team.
• Ability to communicate decisions to team members.

Desirable:

• Ability to motivate and encourage team to express own ideas.

Objective decision making

Essential:

• Demonstrates analytical and systematic approach to problem solving.
• Encourages and supports the team to be involved in decision-making, where appropriate.
• Considers organisational values in relation to the impact of their decisions.
• Considers the wider context in which the organisation operates.

Desirable:

• Ability to express and present complex information.

Planning and organising

Essential:

• Regularly reviews workloads, goals and targets with team and prioritises 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.
• Ability to react to changing priorities and to prioritise conflicting demands.
• Ability to forward plan and prevent any operational difficulties.

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 shared 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. Successful applicants will be assessed against all the performance indicators used in the appraisal system once established in the role.

Download the person specification in PDF format here.