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.