Person specification

Job title - Modern apprentice

Attributes

Experience

Essential

Care Experienced - aged 16 up to the age of 29 for completion of the MA qualification.

Desirable

Experience of planning, organising and problem solving (in a non-work context).

Education, qualifications and training

Essential

  • Willingness to undertake and complete an SVQ (Scottish Vocational Qualification) that matches with the job role/funding criteria.
  • Commitment to undertake further training and development in the role (particularly if needed for desirable skills).

Skills and knowledge

Essential

  • Good working knowledge of Outlook and Word.
  • Comfortable with using numbers.
  • Communication skills – includes reading, writing, listening, and speaking.

Desirable

  • Use of Excel, PowerPoint, Aha Slides (or similar) and Microsoft Forms.
  • Attention to detail.
  • Enjoys working in a focused way.

Key Performance Outcomes

Effective communication

Essential

  • Shows a positive image when communicating both inside and outside the organisation.
  • Listens actively to people, questions and checks understanding.

Desirable

Chooses right communication style depending on people’s needs.

Planning and organising

Essential

  • Uses a focused approach to make best use of time.
  • Able to be flexible to meet changing priorities.

Desirable

Prioritises work effectively to meet aims.

Flexibility

Essential

  • Listens to feedback and ideas from people and takes right action.
  • Understands where a flexible approach is needed.

Desirable

Adapts well to change, adjusting priorities as needed.

Team working

Essential

  • Shows respect and fairness towards others, values diversity and is non-discriminatory in their actions.
  • Values and makes use of the skills, knowledge, and experience of others.

Desirable

Works together as part of a team and is supportive of others.

Personal Accountability and Responsibility

Essential

Contributes positively and finds how tasks can be improved.
Takes ownership for own development and willing to accept help and guidance.

Desirable

Demonstrates initiative within their own area of work.

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 set up in the role.


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Job profile

Job Title: Modern Apprenticeship

Responsible to: Line manager

Principal working contacts

Line manager

Mentor

Buddy

Training provider

Other modern apprentices

Managers and employees

Members of the public

Job purpose

To create a structured pathway for Care Experienced young people (aged 16 – up to the age of 29 for completion of the qualification), to gain practical work experience while pursuing a qualification, we aim to bridge the gap between education and employment. Our programmes offer apprentices the opportunity to earn a salary while acquiring job-specific skills and theoretical knowledge essential for success. This apprenticeship serves as a foundation for mastering office administration, including document handling, communication techniques, and organisational procedures. It combines on the job training with learning, providing a comprehensive understanding of the administrative functions that enhance team efficiency.

Key Accountabilities

  • Operational Management
  • Obtain a recognised qualification and maintain connections with those who encourage learning.
  • Acquire knowledge and gain insight into the organisation and the tasks performed by each team.
  • Handle both incoming and outgoing communication, which includes emails, phone calls and postal mail.
  • Manage routine inquiries and either prioritise or escalate difficult requests.
  • Schedule and book meeting rooms.
  • Keep records up to date and generate data as needed.
  • Assist in maintaining filing systems according to file management policies and procedures.
  • Provide administrative assistance to the team as needed.
  • Maintain standards while collaborating with both staff and members of the public.
  • Make suggestions to improve administrative processes.
  • 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

  • Provide excellent customer service.
  • Present a professional manner when interacting with staff and members of the public.
  • Adhere to the policies of the organisation and follow team working practices.
  • Engage in team meetings and participate in training activities to improve skills and knowledge.
  • Show dedication to the organisations goals, vision, and values, with the overarching aim of improving social care in Scotland.

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 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: Information Governance Lead

Responsible to: Head of Intelligence

Principal working contacts

Internal

  • Senior Information Risk Owner (SIRO)
  • Deputy SIRO
  • Executive Directors and senior managers
  • Information Asset Owners and Administrators
  • Internal subject matter experts in related disciplines
  • Head of IT Service Delivery, Organisation and Workforce Development, Legal
  • Services and Customer Services
  • Information Governance Team
  • Managers and employees of the Care Inspectorate

External

  • UK Information Commissioner
  • Scottish Information Commissioner (SIC)
  • National Records of Scotland
  • Care Inspectorate strategic partners
  • Care service providers and people experiencing care
  • Members of the public

Job purpose

The post holder will provide the Care Inspectorate with leadership in information governance and assurance, internally & externally. They will be the prime source of expert advice and policy development, to create and maintain high level awareness, profile and understanding of the strategic and operational importance of information governance. They will also assure the Care Inspectorate that it is meeting its statutory and legal obligations and be capable of acting as Data Protection Officer as defined under the UK General Data Protection Regulation (GDPR) 2018 and Data Protection Act 2018.

The post holder will lead on delivering information governance support across the Care Inspectorate, supported by the Deputy SIRO and the Information Governance team, and will bear responsibility for performance and/or service delivery. The post holder will be responsible for managing their own and their team’s workload ensuring that work is completed to the required high standard in a timely fashion. The post holder must possess highly developed specialist knowledge, underpinned by theory and experience.

Key responsibilities/accountabilities

Operational management

  • Develop and implement corporate strategy, policies and procedures to support IG and effective use of information, in line with business and legal requirements and ensure that they are kept up to date and in line with changes to the Care Inspectorate’s internal and external operating environment.
  • Coordinate the identification, assessment, reporting and management of risk in relation to all aspects of information governance (IG) within the Care Inspectorate, including regular review of the Information Risk Register and reporting to the Senior Information Risk Owner (SIRO) and Senior Management Team.
  • Monitor and report on compliance and performance as required by Care Inspectorate governance arrangements and lead on creating and implementing improvement plans.
  • Be capable of acting as Data Protection Officer for the Care Inspectorate and acting as key contact with the supervisory authority and leading on preparations for and on-going compliance with the requirements of the General Data Protection Regulation and revised UK Data Protection Act.
  • Support the proportionate, lawful and secure use and sharing of personal data, implementing, monitoring, auditing and reviewing the Data Processing Contracts, Information Sharing Protocols, Privacy notices, Data Protection Impact Assessments and Compliance Checks.
  • Develop, oversee and monitor IG training for staff, implement clear and robust information and data handling standards and procedures, raise awareness of IG responsibilities, and promote awareness and best practice.
  • Coordinate and manage the organisation’s response to information security vulnerabilities and incidents.
  • Coordinate and manage responses to all statutory requests for information received by the organisation, including Subject Access Requests and Freedom of Information (Scotland) Act requests.
  • Develop and maintain corporate information governance tools and standards, for example, business and security classifications, metadata schemes, lifecycle retention schedules and information asset registers and ensure local implementation and compliance.
  • Manage delivery of the Care Inspectorate’s Records Management.
  • Improvement Plan and act as the statutory contact for Records Management, as required under the Public Records (Scotland) Act 2011.
  • Support improvement of current record creation and record keeping standards to ensure that the Care Inspectorate is holding adequate records of business activity and decision making to meet statutory and legal requirements and as evidence of its accountability and transparency.
  • Ensure that information governance requirements are integrated into business processes, standard operating procedures and organisational change.
  • Advance the “digital by default” agenda and exploit opportunities to automate information governance through technology solutions and tools electronic record-keeping within Care Inspectorate systems.
  • Observe the provisions of and adhere to all Care Inspectorate policies and procedures.
  • 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

  • Demonstrate a commitment to Care Inspectorate’s aims, vision, values and overall objective of improving care in Scotland.
  • Prepare and deliver briefings, reports and presentations on IG to colleagues within and outside the Care Inspectorate in a manner that is informative, contextual and easily understood.
  • Provide advice and guidance to staff on IG issues, including statutory and regulatory compliance.
  • Act as a subject matter expert and staff mentor on all aspects of information governance.
  • Liaise with and build professional working relationships with partner organisations on IG matters.
  • Monitor individual and service performance.
  • Line manage and motivates staff.
  • Conduct staff appraisals.
  • Ensuring that the team deliver the information governance service to the required high standard.

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: Information Governance Lead

Attributes

Experience

Essential

  • Demonstrate a successful track record within a similar role.
  • Experience of developing, implementing and maintaining information governance tools and standards, for example, business and security classifications, metadata schemes, life-cycle retention schedules and information asset registers
  • Experience of writing policies, procedures and guidance
  • Experience of working with and influencing stakeholders and partners
  • Experience of undertaking information and process surveys, current state assessments and compliance audits
  • Developing and/or delivering training programmes
  • Experience of designing, developing and maintaining information management systems
  • Line management experience
  • Experience of working with the ICO and other regulatory bodies

Desirable

  • Experience of working within the social care sector
  • Experience of working with IT and business colleagues to integrate IG into technology platforms and business systems

Education, qualifications and training

Essential

Educated to degree level unless has proven experience in senior information governance role in a similar public body

Desirable

  • Graduate or post graduate degree, or other qualification in IG-related discipline e.g. Records Management, Data Protection, Freedom of
  • Information, Information Security and Assurance
  • Legal qualification

Skills and knowledge

Essential

  • Knowledge and understanding of the relevant legislation in the context within which the Care Inspectorate works e.g. UK GDPR, DPA 2018
  • The Freedom of Information (Scotland) Act 2002, Public services reform (Scotland) Act 2010, Public Records (Scotland) Act 2011 and associated legislation.
  • Knowledge and understanding of the importance of confidentiality and information governance and security principles
  • Ability to interpret and present information governance concepts and terminology legal information in lay terms
  • Excellent all-round IT skills, including familiarity with the Microsoft Office (Word, Excel, Outlook, Explorer) and Adobe Writer.
  • Proven analytical and problem solving skills

Desirable

Good working knowledge of project planning and process tools such as MS Project, Visio, and data analysis and productivity tools such as DROID and TreeSize

Key performance outcomes

Effective commmunication

Essential

  • Excellent written and oral communication skills, including the ability to explain specialist/complex issues to non-specialist staff at a variety of levels and to draft clear and concise written reports.
  • The ability to foster good working relationships with a range of colleagues, providing expert or professional advice, both internally and externally.
  • 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.
  • Possesses and displays self-confidence, enthusiasm, motivation, tact and diplomacy when communicating both inside the organisation and externally.
  • Focus on representing the work area or function with the main emphasis on advising, guiding, and persuasion; to be instrumental in resolving tensions and difficulties.
  • Senior representative in their area of expertise with external contacts.

Planning and organising

Essential

  • 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.
  • Ability to multi-task, deal with work within tight/conflicting deadlines and prioritise work appropriately.
  • Excellent planning and project management skills and ability to deliver work to specified timescales.
  • Responsible for a discrete area of the Care Inspectorate’s work, policy, functional or operational area of activity and for managing projects and associated resources.
  • People management responsibilities in terms of planning, leading, organising and controlling the work of others.
  • Plan, having an impact across the organisation or affecting the sector, externally.

Flexibility

Essential

  • Demonstrates a flexible, positive approach to work and in all duties performed.
  • Listens to feedback and ideas from people and will take appropriate and considered action.
  • Adapts well to change, adjusting priorities as required.
  • Understands where a flexible approach is required.
  • Adopting creative approaches and flexibility in the use of judgement which will be influenced by a number of variables requiring significant levels of discretion.

Team working

Essential

  • Remains tolerant and fair towards others, values diversity and is nondiscriminatory in their actions.
  • Values and makes use of the skills, knowledge and experience of others.
  • Works co-operatively and supportively with others.
  • Will develop ideas and contribute directly to parts of the Corporate Plan, having an impact across the organisation or affecting the sector, externally.

Personal accountability and responsibility

Essential

  • Ability to work on own initiative and exercise own judgment with discretion.
  • Takes responsibility for decisions and actions taken keeping line management informed of developments or issues as they arise.
  • Maintains a high standard of work and actively seeks out continuous improvement.
  • Demonstrates initiative within own area of expertise with limited line management experience.
  • Takes responsibility for identifying and addressing areas of personal and professional development.
  • To work independently on particular aspects of projects, reporting progress and liaising as necessary.
  • Provide information which typically influence decision makers and will take the lead on organisation wide projects reporting directly to a member of the ET.

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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Person specification

Job title: Transactions Assistant

Attributes

Experience

Essential

  • Previous administrative experience.
  • Operating within a busy environment.
  • Experience of communicating with the general public by telephone, letter and email.
  • Experience of working effectively to meet deadlines and achieve objectives.
  • Experience of managing and prioritising own workload.

Desirable

  • Experience of working with finance software.
  • Experience of working with internal and external contacts at all levels.
  • Demonstrate a successful track record within a similar role.
  • Advanced knowledge of all Microsoft Office applications.

Education, qualifications and training

Essential

  • Educated to Standard Grade level or equivalent (SCQF level 4/5).

Skills and knowledge

Essential

  • Thorough knowledge of Microsoft Excel and Word.
  • Understanding of financial controls and financial environment.
  • Use of office systems and procedures.
  • Concise and clear oral and written skills.
  • Excellent customer services skills.
  • Demonstrate an appreciation of the importance of attention to detail.
  • Effective organisational skills and time management, able to meet deadlines.
  • Effective administrative skills.
  • Excellent numeracy and communication skills.
  • Prioritise own workload under broad guidance.

Desirable

  • Ability to understand the limits of their knowledge and experience and when decisions need to be referred to others.
  • Database administration.
  • Advanced knowledge of all Microsoft Office applications.

Key performance outcomes 

Effective communication

Essential

  • Portrays a positive image of the Care Inspectorate/SSSC 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.

Planning and organisation

Essential

  • 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.

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.
  • Understands where a flexible approach is required.

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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