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.

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 This email address is being protected from spambots. You need JavaScript enabled to view it.