Job profile

Job title: Payroll and Workforce Information Assistant

Responsible to: Payroll and Workforce Information Manager

Principal working contacts

• All Human Resources staff
• Finance Assistants/Officers
• Other staff within Corporate and Customer Services Directorate (eg Estates, Health and Safety, ICT)
• Managers and employees of the Care Inspectorate & SSSC
• Third party service providers

Job purpose

To assist in the provision of a payroll advisory and support service for the Care Inspectorate and Scottish Social Services Council.

Key responsibilities

• Process and maintain accurate pay and pension data, including but not limited to:
  • ­All information required for the monthly payroll (eg post/hours changes, starter details, leaver details)
  • ­Employee pensions (processing details, cessations and estimates).
• Act as the first point of contact for payroll and data queries, taking ownership of any issues and referring/escalating these where necessary. This includes, but is not limited to:
  • ­Use of payroll systems
  • ­Employee data and Management Information requests
  • ­Payroll policies, processes or procedures.
  • ­Annual leave and sickness
  • ­Pay, pensions and expenses.
  • Working with members of the accounting team, coordinate monthly payroll and pension processing activities.
  • Liaise with third party providers where necessary (e.g. payroll services provider, pension scheme provider).
• Support the management information service. This will include presenting the information in a variety of formats (e.g. tables, charts, graphs) using various tools including Microsoft Excel and Power BI. Information provided will include but is not limited to:
  • ­Benchmarking and workforce analysis
  • ­Assurance Reports
  • ­Establishment Control
  • ­Absence
  • ­Performance Review
  • ­Equality Data
  • ­Staff lists
• Process and maintain an up to date and accurate staff record in our payroll and related systems, including but not limited to:
  • ­Core employee details (names, contact details, bank details, emergency contacts, etc)
  • ­Contractual details (core employment details such as hours of work, post holdings, salaries, pensions)
  • ­Attendance and absence details (work patterns, overtime, sickness, annual leave, special leave, flexi time)
  • ­Equality and diversity information
  • ­Other relevant employee information
• Assist with the gathering of information for benchmarking and workforce analysis.
• Assist with the production management information for reporting purposes.
• Assist with the development of and updates to payroll and related systems and processes including:
  • Testing
  • Design
  • Data clean-up and data migration
  • Training staff
  • Development of guidance and procedure manuals
• Assist in the development of new processes and procedures, making full use of information technology where appropriate.
• Participate in working groups and attend associated meetings, as and when required.
• Undertake any other duties and/or responsibilities commensurate with the nature of the job
• 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.

People management

• Demonstrate commitment to the safety and security of the Care Inspectorate’s data, information systems and devices.
• Promote the health, safety and welfare of employees, with responsibility for ensuring that the Care Inspectorate health and safety policies, procedures and practice and legislative requirements are met across the team.
• 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
• Promote diversity, equality of opportunity, fairness, dignity and trust, ensuring that these principles are upheld across all areas of service delivery.

Relationship management

• Model corporate behaviour and demonstrate commitment to organisation values.
• Develop and maintain constructive and co-operative working relationships with internal and external stakeholders to ensure effective and efficient directorate support.
• Promote the principles of collaborative working throughout the organisation and in all working practices in accordance with the Partnership Agreements with the trade unions.
• Ensure effective working protocols in accordance with the Care Inspectorate’s Communications, Human Resources, Finance, IT and Operations function.
• Project a professional image for the Care Inspectorate when dealing with colleagues and external stakeholders.
• Demonstrate a commitment to the Care Inspectorate’s aims, vision and values and to the Care Inspectorate’s overall objective of improving care in Scotland.

Other duties

This job profile 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.

Job profile

Job title: Improvement Adviser (digital social care)

Reporting to: Senior Improvement adviser (digital social care)

Principal working contacts

Internal:

• Senior Improvement adviser (Digital social care)
• Quality Improvement Manager
• Quality Improvement Support Team
• Health and Social Care Improvement Team
• Involvement and Equalities Team
• Scrutiny and Assurance Directorate
• External / Internal Communication Teams
• OWD team

 External:

• Portfolio director, Scottish Government digital health and care directorate
• Care providers, care service staff and those experiencing care and their carers
• Other regulatory, scrutiny and improvement bodies
• NHS boards, staff and agencies, local authorities, Health and Social Care partnerships, and integrated joint boards
• Other sector organisations including Scottish Care, CCPS, SSSC, SHFA, SWA, COSLA, Digital Office and others
• Members of the public and other stakeholders

Job purpose

The post holder will work alongside the Senior Improvement Adviser (Digital social care), as part of the Scottish Government’s digital social care programme. The role also forms part of the Care Inspectorate’s Quality Improvement Support Team (QIST).

The post holder will use quality improvement (QI) methodology and develop the improvement support role in line with the Care Inspectorates Improvement Strategy and the national Digital Health and Care Strategy and Delivery Plan.

Key responsibilities

• To work alongside the senior improvement adviser (Digital) on a range of activities as agreed with the Care Inspectorate and Scottish Government’s digital health and care directorate.
• To contribute to the generation of knowledge and shared learning on technology and digital in social care through publications, networks, and engagement activities.
• To collaborate with other sector-based digital leads on projects that support the delivery of the social care portfolio within the digital heath and care directorate.
• Leadership and representation of the Care Inspectorate externally in the area of technology and digital in social care.
• Working internally with the Care Inspectorate to support embedding of technology and digital solutions for social care.
• Improve the use of digital in social care through a programme which supports the Care Inspectorate’s scrutiny and inspection processes.
• Input and support to the deliverables of the social care programme within the Scottish Government’s digital health and care directorate.
• Leadership and support on key areas related to technology in social care through publication, organisation and attendance at key relevant events. 
• Identification of key priorities for technology and digital for the social care sector through engagement and network activities with colleagues and stakeholders.
• Partnerships and collaborative opportunities to further embed and enhance the contribution of the technology and digital in social care at local and national level.

Quality improvement

• Support the implementation of the Care Inspectorate’s improvement Strategy, the and the Scottish Governments Digital Health and Care Strategy and Delivery Plan.
• Lead and advise on quality improvement methodology and tools, design, and delivery of quality improvement projects / programmes.
• Supporting internal/external stakeholders with data collection, analysis, and interpretation to ensure a measurement framework is in place to support successful implementation and demonstrate reliable, sustainable improvements.
• Sharing good and effective practice in the use of technology across health and social care and establish mechanisms to spread and sustain improvement.
• Provide advice and guidance to internal and external stakeholders on quality improvement including leading or participating in groups related to the work of the Care Inspectorate and the digital social care programme.
• Provide leadership and direction to develop quality improvement support resources for use by sector colleagues and care services.
• Provide leadership, direction and support on developing quality improvement pathways in relation to the use of digital technologies to support personalised care.
• Further expand opportunities ongoing training and development on quality improvement methodology and continue to build the capacity and capability of the Care sector workforce through a strategic approach with partners.

Relationship management

• Working in partnership with the Senior Improvement Adviser (Digital Social Care) and the Scottish Government’s digital social care portfolio team on a range of projects aimed at improving outcomes for people through the use of technology.
• Cross collaboration with a range of key sector organisations.
• Advise, support and work alongside the Senior Improvement Adviser (Digital social care) and the Scottish Government digital social care portfolio lead to identify and commission specialist support for quality improvement in care services.
• Work with Care inspectorate colleagues, social care staff and technology professionals to test, measure and report on the impact of technology solutions in social care.
• Engage with key partners to identify themes and trends which will direct future improvement support in digital social care.
• Advise and support the Improvement Support section, digital social care team and colleagues to improve practice directly with providers and partnerships, through sharing evidence from research, quality improvement methods and expert advice to update practice and improve care.
• Monitor, evaluate and report on all key areas and tasks advising on progress and challenges regularly.
• Work with the Senior Improvement Adviser (Digital social care), Quality Improvement Support Team and Scottish Government’s digital social care team to facilitate a comprehensive approach to relationship management between the Care Inspectorate and various parts of the health and social care sector.

Other duties

This job profile 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.

Person specification

Job title: Accountant

Attibutes

Experience

Essential:

• Demonstrable experience in a Finance environment.
• Experience of managing and leading a team.

Desirable:

• Knowledge of process improvement and LEAN techniques.
• Experience and knowledge of Public Sector.

Education, qualifications and training

Essential:

• Educated to SCQF level 9
• Membership of the Association of Accounting Technicians or part qualification with a Committee of Consultative Accountancy Bodies (CCAB) or equivalent.

Desirable:

• Membership of a CCAB accounting body.

Skills and knowledge

Essential:

• Excellent knowledge of Microsoft Office suite, particularly Excel.
• A thorough knowledge of integrated financial accounting systems
• Accounting expertise in interpreting and applying accounting standards and guidance and other resource information.
• Experience of working in a business partnering role to support budget managers
• Ability to prepare financial reports.
• Annual Accounts preparation.
• Budgeting and budgetary control.
• Excellent negotiation and influencing skills.
• Good judgement and decision-making skills.
• Ability to analyse numerical and written information and present results in a clear and concise format.
• Concise and clear oral, written and presentation skills.
• Ability to work under pressure with strict deadlines.
• Planning and organisation skills.

Desirable:

• Oracle financial systems experience.
• Experience of a coaching culture and using coaching to support staff.

Key performance outcomes

Effective communication

Essential:

• Articulate and positive communicator on a 1-1 basis and in larger groups.
• Ability to express ideas clearly and concisely and to adapt communication to suit different audiences.
• Ability to explain complex financial information to a range of audiences including non-specialists.
• Listens to feedback and ideas from others and takes appropriate and considered action.

Impact and influence

Essential:

• Demonstrates ability to influence at all levels.
• Ability to give realistic advice, based on relevant, up to date and verifiable information.
• Evidence of building positive relationships, engaging and collaborating effectively with others internally and externally.

Improvement focus

Essential:

• Identifies gaps in process and performance and makes appropriate suggestions for improvements.
• Aware of trends and changes and maintains professional knowledge and skills.
• Uses knowledge and experience to gather and consolidate information in order to make appropriate changes and improvements.

Objective decision-making:

Essential:

• Demonstrates analytical and systematic approach to problem solving.
• Ability to make appropriate and realistic judgments, based on professional expertise, relevant, up to date and verifiable information.
• Ability to analyse complex information.

Planning and organising

Essential:

• Involves others where appropriate and optimises resources to achieve desired results.
• Regularly reviews joint goals and targets and reprioritises where necessary.
• Recognises the need to be flexible in order to meet changing priorities.

Team working

Essential:

• Contributes to and supports the work and decisions of the team.
• Contributes to the shared vision and purpose and shares this effectively.
• Works collaboratively with a wide range of teams across the Care Inspectorate.

Please note – these are key performance outcomes to be used to recruit into the role.

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.