Job title: Personal Assistant
Attributes
Experience
Essential
- Extensive secretarial/office experience.
- Experience of interpreting the business conducted at meetings and producing accurate minutes to reflect discussion and decision.
- Experience of providing administrative support at senior level.
- Experience of preparing basic reports for submission to senior members of staff.
Desirable
- Ability to develop and produce correspondence and emails on behalf of the Director.
Education, qualifications and training
Essential
- Educated to SCQF level 5 (i.e. standard grade or equivalent).
Desirable
- Hold a relevant qualification in administration, and/or secretarial studies at SCQF Level 7 or above (e.g. HNC/D or equivalent.)
Skills and knowledge
Essential
- Excellent communication and negotiation skills
- 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 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 colleagues and key contacts.
- Ability to communicate decisions to colleaguesand 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 contextin which the Care Inspectorate operates.
Desirable
- Ability to express and 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 efficientuse 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.