JOB DESCRIPTION/PERSON SPECIFICATION EXAMPLES USING SCQF 1 Blank job description and person specification template Job Title: Reporting to: Location: Nature/purpose of the job role: Main Duties: Hours of work: Salary: Qualifications: Essential: Desirable: Knowledge and skills: 1
2 Sample job descriptions and person specifications using SCQF Level Descriptors Administration/Business Sector: Administrative Assistant Job Title: Administrative Assistant Location: Head Office, Glasgow Reporting to: Office Manager Nature/purpose of the job role: Main Duties: You will be required to provide office based administrative support to the SCQF team including internet research, planning travel and hotels, dealing with digital diary appointments and our database, on MS Office. The role will also include generating mailings, filing, answering the telephone and maintaining other office systems. Communication with our associates and stakeholders will be part of the role, along with varied and interesting other duties as required by the Line Manager. Hours of work: 8.30am - 5.00pm; I hour for lunch Salary: 15,000-17,000 pa (depending on experience) Qualifications: Essential: Qualified to SCQF Level 5 e.g. Standard Grades at Credit or Intermediate 2 or NC/NPA and/or Some experience in the role of Administrative Assistant/Office Junior with another company. Desirable: An SVQ2 in Administration would be beneficial. Knowledge and skills: Knowledge and understanding of basic office procedures and 2
terminology Be able to complete some routine and non-routine tasks in an office environment Be able to plan and organize both familiar and new tasks Able to use a problem-solving approach to respond appropriately to a wide range of enquiries Can produce and respond to detailed written and oral communication in an office setting Can use standard applications to process, obtain and combine information - Microsoft Office, Excel, Word, mail merge, and databases Use a range of numerical and graphical data for the office environment Able to work on own initiative or with others on tasks with minimum supervision Show an awareness of others roles, responsibilities and requirements in carrying out your work 3
Job Title: Administrative Assistant/PA to Director Reporting to: Managing Director Location: Dundee Nature/purpose of the job role: Senior Administrative role to manage the Director s appointments and secretarial needs. Main Duties: The Personal Assistant will be required to work closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. PAs help Directors to make the best use of their time by dealing with secretarial and administrative tasks. PAs need extensive knowledge of their organisation. They need to know who key personnel are (both external and internal) and understand the organisation's aims and objectives. Directors/Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA. Hours of work: 8.30am - 5.00pm (Need to be flexible to fit Director s schedule) Salary: 40,000 Qualifications: Essential: Desirable: 4
Qualified to SCQF Level 9 or 10 - e.g. Ordinary/Honours Degree or SVQ4 or appropriate PDA And/Or Significant experience in the role of Administrative Assistant/PA with a national/multinational company. Having a Higher Level Degree or Professional Qualification would be beneficial. Knowledge and skills: A broad and integrated knowledge and understanding of the scope and main areas of office management; Be able to use a few specialised or advanced skills, techniques and practices in an office environment; Microsoft Office, PPT, Excel, Database essential; Be comfortable in a range of professional level contexts that include a degree of unpredictability; Identify and analyse routine professional problems and issues; Communicate appropriately with a range of audiences including peers, senior colleagues and specialists; Use a range of standard and nonstandard IT applications to support and enhance the work; Interpret, use and evaluate numerical and graphical data to achieve goals/targets; Exercise autonomy and initiative in professional activities; Take significant responsibility for the work of others and for a range of resources 5
Job Title: Administrative: Commercial Manager (Procurement Manager or Purchasing Manager) Reporting to: Head of Commercial Services Location: Dundee Nature/purpose of the job role: Procurement of goods, supplies and services that deliver the best overall value for money at the lowest material price Main Duties: Assisting commercial directors; Resolving contractual and commercial problems; Working with contract managers; Discovering areas that are not in keeping with regulation practices; Offering direction and instruction; Reviewing, scrutinizing, and developing operational process flows; Ensuring that the financial aspects and impact of a contract are clear to all parties; Risk assessment; Ensuring that all stakeholders, such as administration, operations, and finance understand and adhere to contractual obligations, reflecting them accurately; Managing daily operations Hours of work: 40 hours per week - may be required to work outside of normal hours to deal with International clients Salary: 55,000-65,000 (possibly higher for very exceptional candidate) Qualifications: 6
Essential: Desirable: Qualified to SCQF Level 9 - Ordinary Degree or appropriate SVQ4 and/or significant experience in the role of Commercial Manager with a national/multinational company Having a Higher Level Degree would be beneficial and/or a professional qualification e.g. CIPS: Level 6 Graduate Diploma in Purchasing and Supply Knowledge and skills: A broad and integrated knowledge of the scope, main areas, principles and practices of contract law and various forms of contract; Specialised technical knowledge of distribution channels; A critical understanding of assigned commodities and services including sources of supply, commodity markets, price trends, grades, and qualities; Extensive and detailed knowledge of common business practices relating to the purchase, pricing, terms, shipment, taxes and payment for commodities and services; Extensive and detailed knowledge of large scale purchasing methods and procedures; Practise in a wide and often unpredictable variety of professional level contexts; Exercise substantial autonomy and initiative in activities at a professional level; Take responsibility for your own and significant responsibility for the work of others; Take responsibility for a significant range of resources; Demonstrate leadership and /or initiative and make an identifiable contribution to change and development by leading and managing substantial projects; Be able to absorb and assess information quickly and identify and analyse routine professional problems and issues; Draw on a range of resources to make appropriate decisions and meet targets while working under pressures related to time and budgets; Communicate appropriately with 7
professional level peers, senior colleagues and specialists; Communicate, using appropriate methods, to a range of audiences with different levels of knowledge/expertise; Undertake critical evaluations of a wide range of numerical and graphical data to achieve goals/targets and make commercial decisions; 8
Job Title: Communications Manager Reporting to: Managing Director Location: Glasgow Nature/purpose of the job role: The purpose of the role is to act as the internal and external voice of the business with the main purpose being to develop and embed the company values through the following - Producing a Strategic Plan with key internal/external communication objectives; bringing new ideas to the business; developing relevant brands with the graphics team Main Duties: Create internal/external communications, reflecting the values of the business; To develop a single delivery system that works for all business units; Develop content for online and offline media; Manage the business intranet from a content consistency and brand perspective; Carrying out feasibility studies and defining new ways of doing business; Hours of work: 37.5 hours per week Salary: 40,000-45,000 9
Ensuring effective implementation of plans; Overall responding to Business needs Qualifications: Essential: Desirable: Qualified to SCQF Level 9 - Ordinary Degree or appropriate SVQ4 Member of a professional communications network to ensure ongoing skills development. Knowledge and skills: Extensive knowledge of the principles, practices and techniques of oral and written communications; Knowledge of interpersonal relations skills in order to determine the most effective proposals and presentation materials and to persuade other company personnel to accept suggestions and proposals; Knowledge that is detailed in some areas and/or knowledge of one or more specialisms that are informed by forefront developments in communication; Ability to use a range of personal computer software applications, including desktop publishing, PPT, excel and word to support and enhance work; Professional level skills in proposal and publications development with writing and editing experience; Skill in writing for a range of audiences. Skill in writing and editing news and feature articles. Ability to write/edit in a variety of writing styles, ability to draft materials on a wide range of topics. Strong editing and proofreading skills; The ability to translate complex technical language and ideas into 10
language easily comprehensible to non-specialists; Interpersonal skills to take responsibility for and facilitate the work of other individuals and groups from diverse publics and for a range of resources.; Skill in interviewing a variety of people and gathering and synthesizing information from many sources; Ability to make formal and informal presentations on mainstream topics in communication to a range of audiences; Ability to exercise autonomy and initiative in some activities at a professional level 11
Job Title: Marketing Manager (Note: many similarities to Communications Manager role) Reporting to: Commercial Director Location: Edinburgh Nature/purpose of the job role: To lead, develop and execute targeted media relations, public relations, publicity and internal communications programmes for this multi-national company Main Duties: Point of contact for press, media and spokesperson for the firm; Write, edit and distribute press materials and publicity initiatives; Advise leadership teams and executives on PR and media issues; Public Relations agencies management including budgets; PR planning and messages, brand and image development; Management media training, guidance and feedback; Write internal company newsletter; Hours of work: 40 hours per week - need to be flexible. Salary: 60,000 12
Contribute and write stories and articles for global intranet; Interview business leaders, develop videos, conference calls and/or staff presentations; Develop internal communications plan to help build associate engagement; Coordinate presentations, logistics and messages for internal meetings Qualifications: Essential: Desirable: Qualified to SCQF Level 9 - Ordinary Degree or appropriate SVQ4 Higher degree (SCQF Level 10) and/or experience of journalism/public relations would be considered beneficial. Knowledge and skills: Knowledge that covers and integrates most of the principles, practices and techniques of marketing and public relations; Detailed knowledge and understanding of one or more specialisms that are informed by forefront developments in marketing and public relations; to non-specialists; Critically identify, define, conceptualise and analyse complex/professional level problems and issues; Interpersonal skills to take responsibility for and facilitate the work of other individuals and groups from diverse publics and for a range of resources; Skill in interviewing a variety of 13
Ability to use a range of personal computer software applications, including desktop publishing, PPT, excel and word to support and enhance work; Professional level skills in proposal and publications development with writing and editing experience; Skill in writing for a range of audiences. Skill in writing and editing news and feature articles. Ability to write/edit in a variety of writing styles, ability to draft materials on a wide range of topics. Strong editing and proofreading skills; The ability to translate complex technical language and ideas into language easily comprehensible people and gathering and synthesizing information from many sources; Ability to make formal and informal presentations on mainstream topics in communication to a range of experienced and knowledgeable audiences; Ability to exercise autonomy and initiative in professional activities 14
Job Title: Administrative Credit Controller Reporting to: Accounts Operating Manager Location: Glasgow Nature/purpose of the job role: To lead a small team of credit control staff who will ensure our clients receive their payments. Main Duties: The role will entail working with a high volume of invoices and payments, chasing outstanding money by telephone and letter, able to build strong relationships with clients whilst ensuring that all payment are received promptly and all debtors stay within the agreed terms of business. Hours of work: 8.45-5.00 (1 hour for lunch - need to be flexible with some work in the evenings) Salary: 20,000 There are supervisory responsibilities overseeing 2 credit control staff. Qualifications: Essential: Qualified to SCQF Level 6 (including accounting/numeracy) Desirable: An SVQ 2/3 in Customer Service would 15
be beneficial Knowledge and skills: Generalised knowledge of working in a finance function is essential; Ability to negotiate and liaise with clients in a professional manner; Use a range of appropriate forms of communication in familiar and new contexts; Be able to use a wide range of practices and techniques to process, obtain and combine information; Manage limited resources, take some supervisory responsibility for the work of others and lead a small team in the implementation of their routine work numerical and graphical data in a credit control context, particularly excel; Be able to apply knowledge and understanding of credit control 16
Job Title: Production Supervisor Reporting to: Production Manager Location: West Lothian Nature/purpose of the job role: To maintain a high quality specification of all products and uphold the well being of your team through fair and consistent management. Main Duties: Ensure a steady flow of production activities, produce the right product, in the right quality, quantity and at the right time; Ensure optimal machine Hours of work: 8.00-4.30 (possible shifts 1.00-8.00 or 4.00 to 11.00) utilization; Oversee the Production Department scheduling, production control, inventory control and output; Motivate and develop a cohesive production team; Initiate, recommend, investigate, Salary: 25,000-30,000 (depending on qualifications and experience trouble-shoot and provide solutions and actions to prevent the occurrence of any nonconformities relating to the products, process and quality system; To lead a team of technicians and 17
operators to meet production yield and target; In charge of the workshop s daily output requirements and operational efficiency; Responsible for the workshop operators discipline and attendance, as well as plan their working shift schedules; Liaise with production on planning output requirements Qualifications: Essential: Desirable: Qualified to SCQF level 7 - with an SVQ3 or HNC in Engineering Relevant qualification in Health and Safety and/or Supervision Knowledge and skills: A broad knowledge of production engineering skills, techniques and practices; Experience of practicing these in both routine and non-routine contexts; Be able to use a range of approaches to address defined 18
and/or routine problems/issues within an engineering environment; Be able to use a range of communication methods effectively to build, lead and motivate a production workshop team; Ability to use a range of appropriate numerical and graphical skills in combination to measure progress and achieve goals/targets; Manage resources within the workshop; Exercise initiative and independence in carrying out the role; Take managerial responsibility for the work of the team; Take account of your own and others roles and responsibilities in carrying out and evaluating tasks 19
Job Title: Mechanical Engineer Reporting to: Production Manager Location: Irvine Nature/purpose of the job role: Variety of specialist tasks within an engineering context. Main Duties: Conducting research and preparation of engineering design concepts with supporting analyses for potential new products; Contribute to research, development and engineering (RD&E) planning process, including estimation of costs and timescales; Prepare product and sub-system Hours of work: 7.30-4.30 Salary: 30,000-35,000 plus bonuses design specifications; Provision of mechanical engineering detail design, design analysis and design drafting; Contribute to review of own or other designs; Specification, selection and procurement of parts; Preparation of test specifications and support of test activities; Preparation and support of 20
manufacturing, operating and maintenance documents; Support to commercialisation of new products or services including field trial support and operations staff training; Preparation of technical reports. Qualifications: Essential: Qualified to SCQF Level 8 with an appropriate HND or SVQ4 plus several years relevant experience in a design and development environment. Desirable: Membership of the Institute of Mechanical Engineers (IMechE) or working toward the Incorporated Engineer (IEng) or Chartered Engineer (CEng) status. Knowledge and skills: A broad knowledge of the scope and main areas of engineering analysis and experience of using computer tools, including a 3D CAD modeling system; Be able to adapt routine practices within accepted standards in an engineering workshop; Use a range of approaches to formulate evidence-based solutions/responses to engineering issues and problems; Use a range of standard 21
applications to process and obtain data; Exercise autonomy and initiative within the engineering workshop; Manage resources for your defined area of work; Take the lead on planning and design within your team. 22
Job Title: Transportation Technician Reporting to: Transportation Team Manager Location: Stirling Nature/purpose of the job role: This position involves carrying out traffic and transportation functions concerning public transport, traffic regulation orders, traffic counts and accident investigation. Main Duties: Assessment, preliminary design and administration of capital projects including bus stops and bus routes; Development of traffic studies; Hours of work: 9.00-5.00 (flexibility needed in terms of working hours) Design of traffic schemes; Carrying out traffic and speed counts including the retrieval of data from permanent traffic counting sites; Road administration and Salary: 24,000-28,000 (depending on experience) preparation of reports. It is essential that you have demonstrable relevant experience within a traffic and transportation engineering role. 23
Qualifications: Essential: Qualified to SCQF Level 7/8 - HNC/D in Civil Engineering Desirable: SVQ3 in a relevant subject Knowledge and skills: A broad knowledge of roads related legislation and transport policy would be beneficial; Be able to present and evaluate arguments, information an ideas which are routine within a transportation context; Use a range of approaches to address problems/issues; Convey complex ideas in a wellstructured and coherent form; Use a range of numerical and graphical skills to achieve goals and targets; Take the lead in implementing agreed plans of work; Work with others in support of current professional practice 24
Job Title: MOT Tester Reporting to: Service Centre Manager Location: Livingston Nature/purpose of the job role: Main Duties: Finding faults on vehicles; Carrying out all routine checks; Hours of work: 8.00-6.00pm; Monday to Saturday (either a 5 day or 6 day week) Carry out MOT inspections; Dealing with any customer queries; Meeting deadlines. Salary: 22,000-28,000 (depending on experience and bonus payments) Qualifications: Essential: Qualified to SCQF Level 5/6 - Applicants will be capable of class 4 testing as well as class 5 and/or class 7; must have the latest/up to date smart card Desirable: Good mechanical ability Knowledge and skills: Knowledge and understanding of the basic processes, materials and terminology involved in MOT testing; Be able to work quickly and pay attention to detail; 25
Use a problem-solving approach to deal with situations which arise during the MOT process; Use a range of standards applications to process, obtain and combine information; Able to work alone or with others on tasks with minimum supervision 26
Job Title: Hotel Manager Reporting to: General Manager Location: Glasgow Nature/purpose of the job role: The hotel manager is responsible for the day-to-day management of the hotel and its staff. He/She will have commercial accountability for budgeting and financial management, planning, organising and directing all hotel services, including front-of-house (reception, concierge, reservations), food and beverage operations and housekeeping. Main Duties: planning and organising accommodation, catering and other hotel services; promoting and marketing the business; managing budgets and financial plans as well as controlling expenditure; maintaining statistical and financial records; setting and achieving sales and profit targets; analysing sales figures and devising marketing and revenue Hours of work: Varied but 40 hours a week minimum. Salary: C 30,000 per annum plus performance related bonuses 27
management strategies; recruiting, training and monitoring staff; planning work schedules for individuals and teams; meeting and greeting customers; dealing with customer complaints and comments; addressing problems and troubleshooting; ensuring events and conferences run smoothly; supervising maintenance, supplies, renovations and furnishings; dealing with contractors and suppliers; ensuring security is effective; carrying out inspections of property and services; ensuring compliance with licensing laws, health and safety and other statutory regulations. Qualifications: Essential: 28
Qualified to SCQF Level 9 e.g. Ordinary/Honours Degree or SVQ4 or appropriate PDA And/Or Relevant hotel management experience or other customer-focused work in catering, bar or retail. Knowledge and skills: Have a broad and integrated knowledge and understanding of the scope, main areas and boundaries of the hotel and catering sector; Able to practise in a range of professional level contexts that include a degree of unpredictability; Identify and analyse routine professional problems and issues within a hotel setting; activities at a professional level within a large hotel; Able to take some responsibility for the work of others and for a range of appropriate resources. Able to draw on a range of sources in making judgements; Can use a range of IT applications to support and enhance your work; Able to interpret, use and evaluate numerical and graphical data to set and achieve appropriate goals/targets; Experience of exercising autonomy and initiative in some 29
Job Title: Laboratory Technician Reporting to: Science Manager Location: Edinburgh Nature/purpose of the job role: The scientific laboratory technician is responsible for laboratory-based tasks, which include sampling, testing, measuring, recording and analysing results in life sciences. They also provide all the required technical support to enable the laboratory to function effectively whilst adhering to correct procedures and health and safety guidelines. Main Duties: Hours of work: performing laboratory tests in order to produce reliable and precise data to support scientific investigations; carrying out routine tasks accurately and following strict methodologies to carry out analyses; preparing specimens and samples; constructing, maintaining and operating standard laboratory 8.30-5.00, Monday to Friday (other hours at weekend may be required on occasion) Salary: C 20,000 per annum 30
equipment, for example centrifuges, titrators, pipetting machines and ph meters; ensuring the laboratory is wellstocked and resourced; recording and sometimes interpreting results to present to senior colleagues; using computers and performing mathematical calculations for the preparation of graphs; keeping up to date with technical developments, especially those which can save time and improve reliability; demonstrating practical procedures if working in education; conducting searches on identified topics relevant to the research; following and ensuring strict safety procedures and safety checks. Qualifications: Essential: Qualified to SCQF Level 8 e.g. HND including Chemistry, Biology, Physics or SVQ4 or appropriate PDA 31
Although prior experience is not needed, previous laboratory experience and familiarity with lab procedures will be useful. Due to the nature of laboratory work, normal colour vision is essential. Knowledge and skills: A broad knowledge of the scope, defining features, and main areas of laboratory work; Have an outline knowledge and understanding of research and equivalent life sciences processes; Carry out routine lines of enquiry, development or investigation into professional level problems and issues; Able to use a range of approaches to formulate evidence-based solutions/responses to defined and/or routine problems/issues; Able to convey complex information to a range of audiences and for a range of purposes with excellent oral communication skills in order to work effectively with colleagues from all parts of the organisation and to explain complex techniques to interested parties; Use and evaluate numerical and graphical data to measure progress and achieve set goals/targets; Able to exercise autonomy and initiative in some activities at a professional level; Able to learn specific, practical techniques and apply this knowledge to solve technical problems; Have good hand and eye coordination and the ability to use technical equipment with accuracy; Be able to maintain and calibrate technical equipment; Have time management skills in order to work on several different projects at the same time. 32
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