INFORMATION FOR APPLICANTS

SCOTTISH CARE OFFICE MANAGER & EXECUTIVE PA

  • Context
  • Scottish Care Organisational Objectives
  • Key Activities of Office ManagerExecutive PA
  • Person Specification
  • Terms and Conditions of Appointment
  • Application and Selection Process

To apply for this appointment the information below should be read and an application form completed and returned by12noon onFriday 5th May 2017.Applicants will be advised if they have been invited to interview by Wednesday 10thMay. Interviews will be held onThursday 18thMay.

Context

Scottish Care wishes to appoint anOffice ManagerExecutive PA to work as part of our national team.

This is a full time post (35 hours per week), based in Scottish Care’s offices in Ayr. There will be a requirement for an occasional attendance at meetings and events outside the office.

Scottish Care is based in Ayr and is the representative body for the largest group of health and social care sector independent providers across Scotland delivering residential care, day care, care at home and housing support. Working on behalf of a range of providers, Scottish Care speaks with a single unified voice for members and the wider independent care sector, at both a local and strategic level.

In addition to the core work of Scottish Care, the organisation’s activities include leading on Scottish Government funded projects and in this context contracts a number of ‘leads’ and ‘associates’ to support a range of national initiatives including the integration of health and social care, workforce developmentand self-directed support.

Scottish Care Organisational Vision and Objectives

Our core strategy is to create the strongest possible alliance and collective voice to protect and promote the interests of all independent care sector providers in Scotland, and those who access independent sector care services.

Scottish Care is committed to supporting a quality orientated, independent sector that offers real choice and value for money. Our aim is to create an environment in which care providers can continue to deliver and develop the high quality care that communities require and deserve.

Our objectives are:

  1. To be recognised as the voice of independent care providers in Scotland.
  2. To maintain and enhance provider influence in relation to national strategy, policy and regulation.
  3. To campaign for realistic cost based funding models for the full range of quality and sustainable care services.
  4. To shape the development of a positive contracting and commissioning environment that delivers good outcomes for all parties – providers, users and commissioners.
  5. To develop and maintain an effective communication and public relations strategy which internally provides members with reliable information and externally raises the profile of the sector ensuring positive public image.
  6. To establish sound governance structures and operational procedures which ensure organisational efficiency, effectiveness and direction whilst maximising support to members and at all times demonstrate a commitment to the Scottish Care key values of; Professionalism; Partnership Working; Responsiveness; Innovation & development; Passion & commitment; Respect & challenge; Openness & transparency.

Main areas of responsibility include:

1.STAFF LIAISON

  • Key Role in supporting staff in the national office and across Scotland in delivering services to members
  • Direct responsibility to Chief Executive & National Director with extensive diary management.
  • Responsible for oversight and management of organisations HR & Health & Safety processes

2.FINANCE & ACCOUNTS (Sage System)

  • Responsibility for processing all invoices, cheque payments, receipts, petty cash, quarterly vat return.
  • Reconciliation of monthly bank statements
  • Responsibility for individual project financial management
  • Establish and monitor robust financial management processes
  • Closely liaise with company accountant re payroll pension management and overall finance
  • Manage membership fees
  • Responsibility for budgeting and financial planning with CEO

3.Company Secretary

  • Act as company secretary for the organisation
  • Responsibility with CEO for good operational and financial compliance & governance
  • Undertake as directed organisational appraisal risk management & review processes

4. General

  • Have lead responsibility for day to day running of a national office comprising a range of tasks including telephone, email communications, mail distribution & communication,
  • Have lead responsibility for the organisations database
  • Lead responsibility for the organisations IT infrastructure
  • Together with colleagues contribute and participate in the delivery of national conferences & local events
  • Assist with the preparation of various papers and minutes; attend and minute meetings as necessary
  • Handling mail by prioritising, evaluating, responding or referring to appropriate person
  • Foster, maintain and enhance productive working relationships with all external members & stakeholders
  • Archiving files
  • Ordering and managing office supplies

5. Disclosure Scotland

  • Act as lead signatory for the organisation and carry out all related functions on behalf of the membership

These duties are not exhaustive and you may be called upon to carry out other duties in your normal working day

It is important to note that to be considered for appointment all of the criteria for the role must be met. However, it is acknowledged that background and experience may have limited exposure to some of the context of this role and this will be taken into account during the process. Applicants should be able to demonstrate both within the application and at interview (if invited to attend), how their skills, knowledge, experience and personal qualities sufficiently match the criteria.

Person Specification

•Excellent people and performance management within an office environment with the ability to develop and inspire others and model effective management.

•Excellent written and communication skills

•Excellent word processing and IT skills

•Ability to work under pressure and to tight deadlines

•Ability to work on your own initiative

•Discretion and an understanding of confidentiality issues and the ability to treat people with dignity & respect

•Flexibility & adaptability to juggle a range of different tasks

•Great attention to detail

•Strong commitment to the work of the organisation and its values, and the ability to work in a culture that is structured and innovative

•Ability to develop and maintain strategic relationships with key partner organisations and stakeholder groups

•Excellent interpersonal skills at all levels

•Sound organisational and administrative abilities

•A strong sense of personal responsibility and accountability, with high professional standards

•Extensive experience in finance business management

•Excellent strategic and operational abilities

Criteria / Application / Interview
1 / Demonstrates excellent interpersonal and people skills
2 / Demonstrates extensive experience in financial management & accounting
3 / Demonstrates experience in human resource management & IT Systems
4 / Demonstrates experience in working and delivering to tight deadlines
5 / Demonstrates experience in directly supporting a senior manager as PA
6 / Demonstrates an ability to work flexibly and
proactively to manage and prioritise a diverse
workload and to use initiative to work
individually and as part of a team
7 / Demonstrates personal integrity and an understanding of a values based approach to service delivery
8 / Demonstrates an ability in producing high quality written work

Terms and Conditions of Appointment

Length of Appointment

This is a full-time, permanent post. Full time is 35 hours per week.

On some occasions, evening and weekend working is required.

The successful candidate will be expected to take up appointment as soon as possible, following the completion of any necessary notice period.

Remuneration

The remuneration package is £32,000 plus a 5% pension contribution.

Expenses

Expenses actually and necessarily incurred in connection with official duties will be reimbursed.

Evaluation

There will be an initial three-monthreview of performance by the CEO and Executive Chair of Scottish Care. The post-holder will report directly to the Chief Executive Dr Donald Macaskill.

Application and Selection Process

Application

Applicants must complete anApplication Form. Answers may be continued on separate sheets if necessary but the restriction on word count should be borne in mind.

Each application is assessed in the same way, against the same agreed criteria for the appointment in question. “Criteria” means the key skills, knowledge, experience and qualities that we think are required to be able to do the job.

The Skills, Knowledge & Experience sectionshould be used to address all of the criteria. Specific evidence should be used to support the statements made.

Please do not send us aCurriculum Vitae instead of a completed Application Form as it will not be considered. This is to ensure that all Application Forms can be assessed equally.

Selection Process

Those applicants who appear from the information provided to have the best skills and knowledge for the post will be invited to interview. You will be notified by 10th May if you have been selected for interview. Interviews will be held on Thursday 18th May.

An offer of contract will be madefollowingthe satisfactory completion of pre-appointment checks.

Submitting an Application

Please send a completed Application Form toCath Balmer, Office Manager, Scottish Care, 54a Holmston Road, Ayr KA7 3BE or preferably by email to no later than 12 noon on Friday 5th May2017. Receipt will be acknowledged.

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