Person specification

Job title: Recruitment Assistant (internally known as HR Assistant within recruitment team)

Attributes

Experience

Essential:

  • Working in a customer facing role (internal or external customers) as the first point of contact (telephone, email or face to face)
  • Prioritising and managing workload under broad guidance

Desirable:

  • Working in an administrative/office-based environment
  • Working in a local authority or public body setting
  • Working with large quantities of electronic records, particularly numerical data
  • Coordinating and designing processes
  • Working with payroll
  • Working with ResourceLink or a similar HR/payroll system
  • Working in Corporate Services (HR, Finance or IT) in a public sector setting
  • Use of SharePoint and Office 365 in a workplace setting – particularly to assist with day to day processes.

Education, qualifications and training

Essential:

Desirable:

  • A qualification at SCQF level 7 or above (e.g. SQA Higher grade) in a numerical, business, office administration, or IT related subject (e.g. accountancy, HR, payroll).
  • ECDL or a similar qualification demonstrating that the candidate can use IT and Microsoft Office effectively, particularly Office 365.

Skills and knowledge

Essential:

  • Excellent customer service skills.
  • Ability to transfer knowledge or skills to others through a variety of different methods (eg demonstrations, producing guidance materials)
  • IT literate – particularly with Excel
  • Excellent numeracy skills for use with payroll and basic statistical analysis (e.g. compare month to month variances, calculate averages)
  • Able to present information logically and concisely using.

Desirable:

  • Knowledge of Microsoft Office 365
  • Able to use IT effectively to analyse, compare and present data (e.g., make use of Excel functions, produce charts)
  • Knowledge of the LGPS
  • Knowledge of HR policies and procedures
  • Basic knowledge of typical employment related payments and deductions (e.g. salaries, pensions taxes, statutory payments such as maternity pay)
  • Basic knowledge of accounting procedures.

Key performance outcomes

Effective communication

Essential:

  • Demonstrate clear and concise verbal and written communication skills
  • Ability to select appropriate communication style and methods depending on the needs and abilities of the audience
  • Listens actively and questions to check understanding.

Team working

Essential:

  • Ability to contribute to and support the work and decisions of the team
  • Ability to work co-operatively and supportively with others
  • Values and makes use of skills, knowledge and experience of others.

Improvement focus

Essential:

  • Contributes to the development of new ideas, policies & procedures where appropriate
  • Aware of trends and changes in processes and procedures and keeps own knowledge and skills up to date
  • Seeks opportunities for learning and personal development.

Personal accountability and responsibility

Essential:

  • Maintains a high standard of work, ensuring attention to detail, actively seeking out continuous improvement
  • Demonstrates initiative within own area of expertise
  • Takes responsibility for own actions and decisions.

Working in partnership

Essential:

  • Openly shares information as and when appropriate, maintaining confidentiality as appropriate
  • Respects others recognises and values differences & diversity
  • Keeps others information of progress of work plan, targets, etc.

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 Performance Development Review System once established in the role.

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Job profile

Job title: Recruitment Assistant (internally known as HR Assistant within recruitment team)

Location: Dundee

Responsible to: Senior Human Resources Adviser

Principal working contacts:

  • All Human Resources staff
  • Finance Assistants/Officers
  • Other staff within Corporate and Customer Services Directorate (eg Estates,
  • Health and Safety, ICT)
  • Managers and employees of the Care Inspectorate & SSSC
  • Third party service providers

Job purpose

To assist in the provision of a human resources advisory and support service for the Care Inspectorate and provide services to Scottish Social Services Council (SSSC).

Key responsibilities

Act as the first point of contact for HR and payroll queries, taking ownership of any issues and referring/escalating these to others where necessary. This includes, but is not limited to:

  • Pay, pensions and expenses.
  • HR policies, processes or procedures
  • Use of HR systems
  • Recruitment

Gather and maintain up to date and accurate workforce information (eg staff records), including but not limited to:

  • All information required for the monthly payroll (eg post/hours changes, starter details, leaver details)
  • Core employee details (names, contact details, bank details, emergency contacts, etc)
  • Right to work and background information (identity checks, disclosure checks, references, employment medical information)
  • Contractual details (core employment details such as hours of work, post holdings, salaries, pensions)
  • Attendance and absence details (work patterns, overtime, sickness, annual leave, special leave, flexi time)
  • Equality and diversity information
  • Other relevant employee information (qualifications, training, skills)
  • Assist in the provision of a recruitment service.
  • Working with members of the accounting team, coordinate monthly payroll and pension processing activities, liaising with third party providers where necessary (e.g. payroll services provider, pensions administrators).
  • Assist with the gathering of information for benchmarking and workforce analysis.
  • Produce management information for reporting purposes. This will include presenting the information in a variety of formats (eg tables, charts, graphs) making sure it is meaningful and relevant for the audience.
  • Assist with the development of HR systems including:
    • Design
    • Data clean-up and data migration
    • Testing
    • Training staff
    • Development of guidance and procedure manuals
  • Assist in the development of new processes and procedures, making full use of information technology where appropriate.
  • Produce standard contracts, letters and general HR correspondence.
  • Assist in the provision of an advisory service to managers and employees on a comprehensive range of HR policies and procedures, including recruitment, conditions of service, absence and performance management.
  • Provide support for HR projects and improvement work.
  • Participate in working groups and attend associated meetings, as and when required.
  • Undertake any other duties and/or responsibilities commensurate with the nature of the job.
  • 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.

Other duties

This job profile 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: Planning Assistant

Attributes

Experience

Essential:

  • Planning activities
  • Data quality
  • Data management
  • Data reporting

Desirable:

  • Regulatory environment experience
  • Developing process guidance documents

Education, qualifications and training

Essential:

  • Educated to SCQF Level 4 or Level 5 (e.g. National 4/5, Standard Grade General/Credit, etc.)
  • Commitment to own CPD.

Skills and knowledge

Essential:

  • Some level of data management and manipulation skills.
  • Effective written and oral communicator.
  • Excellent interpersonal skills.
  • Good IT skills, in particular MS Excel (including use of pivot tables and macros) and a keen interest in IT skill development. Understanding of data quality issues and validation techniques.
  • An awareness of data management and manipulation skills.
  • Effective written and oral communicator
  • Well developed interpersonal skills
  • Analytical skills
  • Excellent time management skills
  • Ability to work autonomously.

Desirable:

  • Sound knowledge of all Care Inspectorate ICT systems and inspection processes.

Key performance outcomes

Effective communication

Essential:

  • Articulate and positive communicator on a 1-1 basis and in larger groups.
  • Portrays a positive image of the Care Inspectorate when communicating 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.

Impact and influence

Essential:

  • Demonstrates ability to influence at all levels.
  • Ability to give realistic advice, based on relevant, up to date and verifiable information.
  • Evidence of building positive relationships, engaging and collaborating effectively with others internally and externally.

Planning and organising

Essential:

  • Involves others where appropriate and optimises resources to achieve desired results.
  • Uses a systematic approach to make efficient use of time and manage workload.
  • Recognises the need to be flexible in order to meet changing priorities.
  • Prioritises work effectively to meet deadlines and objectives.

Objective decision making

Essential:

  • Demonstrates analytical and systematic approach to problem solving.
  • Ability to make appropriate and realistic judgments, based on professional expertise, relevant, up to date and verifiable information.
  • Ability to analyse complex information.

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.

Personal accountability and responsibility

Essential:

  • 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. Successful applicants will be assessed against all the performance indicators used in the Performance Development Review System once established in the role.

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Recruitment assistant

Job title: Recruitment Assistant (internally known as HR Assistant within recruitment team)

Salary: £30,495 - £32,052

Hours: 35 hours per week

Location: Compass House, Dundee

Contract: Temporary for 6 months (with the possibility of further extension subject to funding)


About us

We are the national regulator and scrutiny body responsible for providing assurance and protection for people who experience care services, their families, carers and the wider public, as well as supporting delivery partners to improve the quality of care for people in Scotland. Our vision is that people across Scotland experience high quality care that meets their needs, rights and choices.

We are a scrutiny body that supports improvement. We inspect individual care services, and we also work with other scrutiny bodies to inspect the social care and social work services people are experiencing in their local areas.

We desire to achieve an effective and balanced way of working, that enables us to meet organisational needs and achieve a work-life balance that promotes wellbeing and collaboration opportunities. Our hybrid working policy gives you the flexibility to mix working from home with attendance at your base office and other work locations, spending no more than 60% of your working time working from home, measured over a 4-week period.

Starting salary

Please bear in mind that new entrants start on the grade minimum for the role. However, we have a generous benefits package which you will find on our website.

About the role

We looking to recruit an experienced recruitment assistant to support the provision of recruitment services at the Care Inspectorate and for the Scottish Social Services Council (SSSC).

Our preference is for the successful candidate to make an immediate start (subject to pre-employment checks).

The role involves supporting and leading recruitment campaigns, including advertising roles, and carrying out pre-employment checks on a high volume of candidates. The key purpose of this role is to support recruiting managers to recruit the right people in a timely and effective manner.

Having gone through several changes in both structure and technology, our recruitment team is striving to deliver a customer-focused, efficient, and forward-thinking service and needs talented and enthusiastic individuals to help us continue this progress. Having gone through several changes in both structure and technology, our recruitment team is striving to deliver a customer-focused, efficient, and forward-thinking service and needs talented and enthusiastic individuals to help us continue this progress.

We are unique in that we also provide a recruitment service for the SSSC as well as the Care Inspectorate – and as such, you get an insight into the workings and culture of two different organisations at the same time.

About you

You should be educated to SCQF level 6 or have the relevant skills and experience for this role.

The successful candidate will be expected to travel to our Dundee HQ office and on occasion to other offices in Scotland as required.

There are several key strengths and qualities that we will be particularly looking for, including:

  • Excellent verbal and written communication skills are essential for interacting with candidates, recruiting managers, and team members
  • The ability to manage multiple tasks, schedules, and priorities efficiently is crucial
  • Efficiently managing time to meet deadlines and handling multiple recruitment tasks simultaneously is essential.

We are also keen to attract candidates with:

  • Problem-Solving Abilities: The ability to think critically and solve problems quickly is valuable, especially when dealing with unexpected challenges.
  • Confidentiality: Maintaining the confidentiality of candidate information and sensitive company data is paramount.
  • Time Management: Efficiently managing time to meet deadlines and handle multiple recruitment tasks simultaneously is essential.
  • Adaptability: Being flexible and adaptable to changing recruitment needs and priorities is important in a dynamic work environment.
  • Customer Service Orientation: A focus on providing a positive experience for candidates and internal stakeholders is beneficial.

In addition, you may contribute to projects and/or improvement work giving you the opportunity to be innovative and support the work of the wider HR team.

Next steps

You’ll find more information in the job profile and person specification.

If you would like more information or an informal chat about the role, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..

If you believe that your skills, experience and motivation make you a suitable candidate for this post, please complete the online application form by 08:00 on Monday 24 February 2025.

It is anticipated that interviews will be held on Thursday 6 or Friday 7 March our Dundee office.

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Job profile

Job title: Planning Assistant

Responsible to: Planning Co-ordinator

Principal working contacts

  • Planning Coordinator
  • Planning Manager
  • Team Managers
  • Service Managers
  • Inspectors
  • Managers and employees of the Care Inspectorate
  • External agencies/service providers/service users and carers
  • Members of the public

Job purpose

To provide comprehensive support in the delivery of all inspection planning activity to ensure that the Care Inspectorate performs effectively and efficiently as an independent, scrutiny and improvement body, for the whole range of care, social work and children’s services, to provide assurance and protection for people who use services; support improvement.

To provide a key role in the development of the Care Inspectorate’s planning resources and to work with colleagues, internal and external to devise and implement a range of initiatives, ensuring the Care Inspectorate develops sound policies, procedures and practices in relation to its planning activities.

Key responsibilities

Operational management

To provide support to the business planning of the Care Inspectorate through the development and maintenance of a dynamic inspection plan, including:

  • Providing a link between local inspection staff and the Planning Team.
  • Understand and use all the Care Inspectorate’s planning processes and provide support to local inspection staff with their implementation.
  • To collate / record / implement and manage all changes to the National Inspection Plan and individual inspection plans, ensuring all changes are communicated appropriately.
  • To develop and maintain a national capacity recording / monitoring system and support service managers and team managers with capacity monitoring to ensure effective deployment of inspection staff.
  • To support the analysis of performance against the national inspection plan and the production of any required management reports.
  • Maintenance / validation / analysis of WMT data to support national inspection plan
  • Assist in the development of relationships with other agencies involved in the collaborative inspection of regulated care services.
  • Manage large amounts of data, using a range of software tools and your data manipulation skills to create useful analysis files.
  • Work with inspection data and use a variety of software, to clean and validate data and identify opportunities to improve data quality.

Relationship management

  • Develop strong professional links with staff in the Scrutiny and Assurance Directorate and across the Care Inspectorate ensuring a consistent approach to national inspection planning.
  • Ensure effective communication of the Care Inspectorate’s work with people who use care services, carers, relatives and advocates.
  • Ensure effective working protocols in accordance with the Care Inspectorate’s Communications, Human Resources, Finance, IT and Operations function.
  • 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.
  • Promote the principles of partnership working throughout the organisation and in all working practices.
  • 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.

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.

Read more

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