Person specification

Job title: Executive Personal Assistant (PA)


Attributes 

Experience

Essential:

  • Extensivesecretarial/business support
  • Experience of interpreting the business conducted at meetings and producing accurateminutestoreflectdiscussionand
  • Experienceofproviding secretarial/business support at senior management level.
  • Experienceofpreparingbasicreportsfor submission to senior members of staff.

Desirable:

  • Ability to develop and produce correspondence and emails on behalf of senior executives.

Education, qualifications and training

Essential:

  • Educated to Standard Grade level or equivalent.

Desirable:

  • Hold a relevant qualification in administration, and/or secretarial studies e.g. HNC/D or equivalent.

Skills and knowledge

Essential:

  • Excellent communication and negotiation
  • 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
  • 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 colleagues and 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 context in which the Care Inspectorate operates.

Desirable:

  • Ability to expressand 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 efficient use 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.


Read more

Job profile

Job title: Executive Personal Assistant (PA)

Responsible to: Executive and Committee Support Manager


Principle working contacts

  • Chair and Board members
  • Chief Executive
  • Executive Directors
  • Strategic Management Group
  • Executive and Committee Support Manager
  • Executive PA to the Chief Executive and PAs to Executive Directors
  • Scottish Government and other external bodies and partners

Job purpose

  • To provide high quality confidential PA support to the Executive Director of Corporate and Customer Services and the Chair of the Care Inspectorate Board

Key accountabilities

  • Organise, plan and delegate work appropriately to ensure the provision of efficient and highly confidential PA support to the Executive Director of Corporate and Customer Services and the Chair.
  • Check and prioritise all email correspondence and meeting invitations on behalf of the Executive Director and the Chair.
  • Develop and administer a system for dealing with enquiries on behalf of the Executive Director and the Chair, including composing responses to routine correspondence.
  • Maintain appropriate ways of working for supporting the Executive Director of Corporate and Customer Services, the Chair and Board members.
  • Manage and co-ordinate the Executive Director’s and Chair’s diaries, making appointments and arranging meetings, events, booking venues, organising catering and hospitality for visitors as necessary.
  • Make travel and accommodation arrangements for the Executive Director and the Chair.
  • Prepare agendas and collate, check and distribute paperwork for meetings as required.
  • Make seminar/conference and other visit arrangements.
  • Maintain and ensure that all types of filing systems, registers and records are up to date, including review and updating of the Board’s Register of Interests.
  • 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 the Executive and Committee Support Manager in administrative tasks related to Board and Committee meetings.
  • Establish good working relationships in regular communication with other officers of the CareInspectorate, external partners and Scottish Government.
  • Assist other members of the Executive and Committee Support team when required.
  • Assist in the preparation of PowerPoint presentations/speeches as required.
  • Provide PA support cover in the absence of the Executive PA to the Chief Executive.
  • 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 businesssupport 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 support.
  • DemonstrateacommitmenttotheCareInspectorate’saims,vision and values and to the Care Inspectorate’s overall objective of improving care in Scotland.
  • 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.

This job may also require some travel to other offices of the Care Inspectorate.


Read more

Children’s rights, care experience and corporate parenting plan 2024 - 2027

graphic illustration of children surrounding a heartWhat is corporate parenting

A corporate parent is an organisation or person who has special responsibilities to care experienced babies, infants, children, and young people.

The Care Inspectorate is a corporate parent.

This means we should understand and respond to your needs as any parent should. We will do as much as we can to make sure you feel in control of your life and able to overcome any barriers you face. We must publish detailed corporate parenting plans and reports, collaborate with other corporate parents, follow direction, and provide relevant information to Scottish Ministers.

Promise Logo Keeping The Promise at the heart of what we do

Care experience

The Children and Young People (Scotland) Act 2014 provide legal definitions for the terms ‘looked-after’ and ‘care-leaver’. Throughout this plan we will use the term ‘care experienced’. This is more inclusive language which many in the care experienced community prefer, as it speaks to the diverse range of experiences and the lifelong impact of care experience. This term includes those looked after at home, or away from home in kinship, foster, residential or secure care.

We made the decision to include:

  • those who are adopted
  • a lifelong recognition of care experience by removing the age 26 barrier for care experienced individuals being involved in opportunities with the organisation.

Children’s rights

The United Nations Convention on the Rights of the Child (UNCRC) is an international human rights treaty that covers all aspects of children’s lives. The United Nations Conventn the Rights of the Child (Incorporation) (Scotland) Bill was passed by the Scottish Parliament in 2023 and from 16 July 2024 is now a part of Scottish Law.

As a public body, we play a role to support Scottish Government to promote, uphold and fulfil children’s rights and wellbeing across policy and practice for all children and young people, and in particular people where we have responsibility as a Corporate Parent.

Article 20 of the UNCRC highlights the importance of:

‘If a child cannot be looked after by their immediate family, the government must give them special protection and assistance. This includes making sure the child is provided with alternative care that is continuous and respects the child’s culture, language and religion’.


The Plan 2024 - 2027

This high-level plan will cover the period April 2024 to December 2027.  It details our commitments and recognises that all staff at the Care Inspectorate are Corporate Parents.  The priority actions and commitments in this plan were consulted on with:

  • our young volunteers with care experience 
  • children’s rights and care experienced group
  • national organisations
  • care experienced adults.

They also come from the development areas as noted in the 2021 – 2023 Corporate Parenting triennial report.  

To achieve everything set in this plan, we will: 

Work in partnership

Engage in meaningful participation  

Be trauma informed

Be rights-based

Promote young people's right to continuing care and enduring relationships

 To help us achieve the commitments in the plan, and meet our responsibilities under section 58 of the act, we will be:

  • alert to all matters that affect the wellbeing of our children and young people 
  • strong when challenging the disadvantages that our children and young people face 
  • leaders by driving improvements and working with other corporate parents to raise society’s expectations for our children and young people  
  • responsive in how we assess the needs of our children and young people, or any service or support provided 
  • active in providing our children and young people with real opportunities within our organisation, so that they grow and develop skills for the future.

hands holding children

Commitment 1: Children’s rights

Promote, uphold, and fulfil children’s rights for all connected by our work, particularly those where we have corporate parenting responsibilities.  

We will:

  1. Promote an approach that reduces the use, and eliminates the misuse, of restraint and restrictive practice 

  2. Improve the ways children and young people who are connected by our work, can offer / receive feedback and access independent advocacy 

  3. Use accessible and inclusive communication with all infants, children and young people

Commitment 2: Participationfamily chatting

Strengthen our participation and equalities practice to support care experienced individuals.

We will:

  1. Work towards acknowledging care experience as a protected characteristic 

  2. Work closely with other corporate parents and participate in national groups to share good practice and learning

  3. Use the Lundy model of participation to inform how we meaningfully involve individuals. 

 

Commitment 3: Developmentgraphic representation of three people sitting at a table learning

Provide flexible and supportive development, volunteering, and employment opportunities for care experienced individuals.

We will:

  1. Deliver a volunteer development scheme 

  2. Provide accessible, supportive, and tailored development opportunities.

 

 

 

 


 


Read more

Executive Personal Assistant

Job title: Executive Personal Assistant (PA)

Salary: £30,495 to £31,740  

Hours: 35 hours per week

Location: Dundee

Contract: Permanent


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 have a permanent vacancy for an Executive Personal Assistant working within the Executive and Committee Support Team. This is a critical role that requires exceptional planning and organisational skills, providing PA support to the Executive Director of Corporate and Customer Services, and to the Chair of the Care Inspectorate Board. It requires a high level of confidentiality and sensitivity due to access to senior leaders’ correspondence and their work.

Working in a busy team, and alongside the Executive PA to the Chief Executive, you will be responsible for checking and prioritising the email correspondence and meeting invitations on behalf of the Chair and Executive Director. Your other key responsibilities will be:

  • to develop and maintain a system for dealing with enquiries on behalf of the Chair and Executive Director, including composing responses to routine correspondence
  • to manage and co-ordinate the Chair’s and Executive Director’s diaries, making appointments and arranging meetings, events, booking venues, organising catering and hospitality for visitors as necessary
  • to make travel and accommodation arrangements for the Executive Director of Corporate and Customer Services and the Chair
  • to prepare agendas and collate, check and distribute paperwork for meetings as required
  • to maintain and ensure that all types of filing systems, registers and records are up to date, including review and updating of the Board’s Register of Interests
  • to attend meetings as required at our head office and at various locations across Scotland, in order to take notes/minutes and prepare action records
  • to support the Executive and Committee Support Manager in administrative tasks related to Board and Committee meetings
  • to establish good working relationships in regular communication with other officers of the Care Inspectorate, external partners and Scottish Government
  • to provide PA support cover in the absence of the Executive PA to the Chief Executive.

To succeed in this role, you will have experience of providing PA support to senior management in a fast-paced changing environment. You will be highly organised and able to plan and manage your time and workstreams efficiently and effectively. You understand that priorities and deadlines can change quickly and you respond flexibly.

You will have a proactive approach and be confident in using your own initiative. Your attention to detail is meticulous and you will have a clear commitment to maintaining high standards and working to the Care Inspectorate values.

You are an enthusiastic team player and are able to build and maintain good working relationships. You will have excellent IT skills with experience of Microsoft applications. You will also have proven experience of diary management, arranging meetings and other events, along with good writing and minute-taking skills.  

Next steps

If you believe that your expertise, skills and motivation make you suitable for this post, please complete our online application by no later than by 08:00 on Monday 28 October 2024.

Interviews will be held at our Head Office in Dundee on Monday 11 November 2024.

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

If you require any further information, or for an informal chat, please contact Fiona McKeand – Executive and Committee Support Manager via email at fiona.mckeand@careinspectorate.gov.scot


Read more

Person specification

Job title: Service Manager Early Learning and Childcare   


Attributes

Experience

Essential:

  • Experience of managing and delivering assurance and improvement activity.
  • Experience of managing scrutiny and assurance teams operationally.
  • Direct experience of supporting improvement and building capacity through self-evaluation. 
  • Highly skilled and experienced in the ‘art of inspection’.
  • Experience of planning assurance and improvement programmes, including those delivered in partnership with others.
  • Significant experience in social work/social care in children’s services.
  • Experience of stakeholder engagement at both a strategic and operational level, particularly during the inspection process, delivering feedback and dealing with challenges to the inspection processes and findings.
  • Experience in quality assurance, self-evaluation, performance management and the recruitment, training, development and support of staff.
  • Significant experience operational scrutiny activity and professional regulatory practice within the health and social care, or other relevant sectors.
  • Demonstrable evidence of embedding sustainable transformational change.

Desirable:

  • Direct experience of developing and applying quality frameworks to support self-evaluation, scrutiny and improvement.

Education, qualifications and training

Essential:

  • Educated to Scottish Credit and Qualifications Framework (SQCF) Level 9 or above, for example degree level or equivalent
  • Appropriate professional qualification.
  • Commitment to own CPD.
  • A secondary Authorised Officer qualification - either PDA (Professional Development Award), RoCA (Regulation of Care Award), EFQM (European Foundation for Quality Management) or PSIF (Public Sector Improvement Framework).

Skills and knowledge

Essential:

  • The ability to provide leadership and direction to a diverse, multi-disciplinary team of professional staff.

  • Demonstrate significant knowledge and direct first hand experience of inspection/regulation of care in an early learning and childcare setting

  • Demonstrate significant skills and knowledge of quality assuring inspection processes and reports

  • Demonstrate commitment to the principles of the Public Service Reform (Scotland) Act 2010 and the principles of better regulation

  • Be adept at challenging traditional thinking in a positive and constructive way

  • Excellent communicator, both verbally and in written form

  • Politically astute

  • Ability to translate plans into action

  • Excellent negotiation and influencing skills

  • Demonstrate broad knowledge of working with inspection/regulation of care

  • Knowledge of trends and changes within social work and social care with an understanding of Equality and Diversity issues

  • IT literate, using the most effective methods to communicate and manage information.

Desirable:

  • Knowledge and understanding of health/social care practice, theory, policy and research.
  • Demonstrate understanding of corporate social responsibility, whereby social and environmental concerns are voluntarily integrated to business operations and stakeholder interaction.
  • Understanding of, and ability to demonstrate, the management of complex projects.

Key performance outcomes

Leading others

Essential:

  • Ability to provide credible and authentic professional leadership, with a clear sense of purpose and direction to effectively lead a key professional function within the Care Inspectorate.
  • Ability to effectively deploy staff and other resources to achieve performance objectives.
  • Ensure that staff working in inspection in respect of children’s services conduct themselves in accordance with the highest standards of integrity, probity and openness through the implementation of robust corporate governance.
  • Demonstrate ability to provide leadership and strategic management direction for multi disciplinary, professional teams and bring together groups from different disciplines/bodies.

Management of resources

Essential:

  • Ability to bring together the overall work of a multi-disciplinary team of staff.
  • Ability to manage resources in achievement of the Care Inspectorate’s objectives.
  • Ability to bring together the overall work of a team of staff, determining the “tone” for a significant area of the organisation’s work and promoting a corporate vision.
  • Ability to manage resources in achievement of the Care Inspectorate’s objectives.

Desirable:

  • Ability to drive continuous improvement and manage business planning and performance processes.

Effective communication

Essential:

  •  Articulate and positive communicator both in verbal and written communication skills.
  • Ability to engage, influence and lead the development of a wide range of key stakeholder relationships, both internally and externally.

Desirable:

  • The ability to build and guide key stakeholder strategies and manage relationships to secure or improve delivery of key programme or service outputs.

Impact and influence

Essential:

  • Evidence of building positive relationships, engaging and collaborating effectively with others internally and externally.
  • Demonstrate personal resilience, being able to work flexibly under pressure to deliver tangible results.
  • Demonstrates ability to influence at all levels.
  • Ability to promote, lead and implement strategies and change programmes to improve the development and quality of services.
  • 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.

Desirable:

  • A proven track record of promoting, leading and implementing strategies and change programmes to improve the development and quality of services
  • Ability to take account of wider political and organisational sensitivities to deliver strategic objectives.

Objective decision making

Essential:

  • The ability to assist the Chief Inspector Early Learning and Childcare  Services   to set, in consultation with others, the overall agenda, long term objectives and performance standards for the Directorate.
  • Demonstrate analytical and systematic approach to problem solving.
  • Ability to make appropriate and realistic judgments, based on relevant, up to date and verifiable information.
  • The ability to take responsibility for difficult decisions and to remain resilient against possible criticism.

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.

 

Download the person specification in PDF format here.


Read more

Subcategories