Ministerial appointments to public bodies: training pack for selection panel chairs

Appendix B

This is an example of a person specification which demonstrates to panels how indicators can be changed/added to etc.

Person Specification - What skills, experience & personal qualities do we need new Creative Scotland board members to have?

It is important that we have people with a variety of different skills and experience which will enable the board to work effectively. All board members need to have some general skills and personal qualities which will enable them to make a full contribution to the work of the Board but these do not have to have been gained by working in a management post or at a senior level, you may just have a natural aptitude in these areas or you may have gained them through being active in your community, in a voluntary capacity or just through your own personal life experience – these are listed in the 'General skills and personal qualities' section and we have explained exactly what we will be looking for and how they will be tested.

Creative Scotland also needs people who bring some very specific skills/experience to the board and these will take priority during the appointment process – these are listed in the 'Priority skills/experience' section and, again, we have explained what we will be looking for and how they will be tested. It is very important that there is the right balance of skills on the board so the Minister will be taking account of which 'priority' skill each applicant is able to demonstrate when selecting applicants for appointment. It is also important that Creative Scotland has board members from all geographic regions in Scotland so this will also be a factor in the decisions which are made at all stages in the appointment process

There are several priority skill/experience areas listed but we will only be looking for you to demonstrate one of these. If you believe you can demonstrate more than one, then you will have the opportunity to tell us about this during the selection process

Priority skills/experience (you will only need to demonstrate one of these)

Experience/skill

Knowledge/understanding of ethnic minority communities

What does this mean

You may belong to an ethnic minority or you may have gained knowledge/understanding by working closely with ethnic minority communities or groups

How will this be tested

We will want you to tell us about your knowledge/understanding and how this has been gained in the written application. We will also be having a discussion with you about this during the interview

Experience/skill

A practical knowledge and understanding of the Scottish arts, screen and/or creative industries sectors and how these work

What does this mean

You have a day to day involvement within at least one of the creative sectors and will also understand how Scottish arts can progress internationally

How will this be tested

We will want you to tell us about your knowledge/understanding and how this has been gained in the written application. We will also be having a discussion with you about this during the interview

Experience/skill

Financial experience

What does this mean

We need a person who has experience of working in finance, audit or risk, who would be able to offer advice to the Board and also participate in either the Audit or Finance and General Policy Committees. It would be an advantage if you had a formal qualification in Finance

How will this be tested

We will want you to tell us about your experience and how this has been gained in the written application. We will also be having a discussion with you about this during the interview

General skills and personal qualities (we will want all applicants to demonstrate these)

Skill/quality

Working collaboratively and constructively with others

What does this mean?

• appreciating the knowledge/skills of colleagues
• supporting colleagues whenever possible
• sharing knowledge at every opportunity
• showing respect for colleagues and stakeholders
• striving to achieve consensus
• able to accept a consensus decision even if it goes against a personal view

How will this be tested?

During the interview we will ask you to give us some practical examples of situations where you have worked collaboratively and constructively with others. This may have been in employment, through working in the community or in a voluntary capacity

Skill/quality

Challenging the views of others in a constructive and supportive way

What does this mean?

• being confident in questioning proposals and debating issues
• putting forward your views in an objective way
• not being too dogmatic about your own perspective
• helping others to consider their own position in a non-confrontational way

How will this be tested?

We will assess this by asking you to complete a practical exercise, as part of the interview, which will allow you to demonstrate this skill. We will also have a follow up discussion which will enable us to ask some further questions

Skill/quality

Seeing the 'bigger picture'

What does this mean?

• able to look ahead and consider issues/topics within different timeframes
• identifying relevant implications from what is being discussed such as challenges, risks etc.
• seeing beyond your own personal experience or specialism and considering other information and perspectives
• does not take a short term, parochial view
• it is not necessary to have experience of developing or implementing a strategy

How will this be tested?

We will assess this by asking you to complete a practical exercise, as part of the interview, which will allow you to demonstrate this skill. We will also have a follow up discussion which will enable us to ask some further questions

Skill/quality

Analysing information and making decisions

What does this mean?

• using information which is available to reach conclusions
• clearly explain how conclusions have been reached
• identifying some of the implications associated with what you are considering – priorities, risks, opportunities etc.
• recognising when information is limited and where more information might be needed
• being able to balance a number of different considerations

How will this be tested?

We will assess this by asking you to complete a practical exercise, as part of the interview, which will allow you to demonstrate this skill. We will also have a follow up discussion which will enable us to ask some further questions

Skill/quality

Managing performance

What does this mean?

• an understanding of what Creative Scotland and the board are required to do
• able to explain the different responsibilities of executive staff and board members
• an appreciation of the board's responsibility for ensuring effective governance
• personal experience of change with an understanding of how it should be implemented and the critical factors for success

How will this be tested?

During the interview we will ask you some questions about your knowledge and understanding of what Creative Scotland does and the role and responsibilities of executive staff and the board – you do not need any specific experience to answer these questions but you will need to do some background research before the interview. We will want you to tell us about your own personal experience of 'change'

Skill/quality

Communicating effectively

What does this mean?

• being focussed and succinct in your communication with good listening skills
• confident in expressing views and opinions in a group setting
• persuasive, able to influence others to your own perspective
• able to adapt your style appropriately for different situations
• satisfactory written skills

How will this be tested?

We will assess your written skills from the completion of your written application. We will assess your verbal skills through your responses to the practical exercise and the interview.

Skill/quality

Enthusiastic and passionate about arts and culture in Scotland

What does this mean?

• knowledge/understanding of arts and culture in Scotland and the role of Creative Scotland
• regularly attend arts/cultural events
• able to explain how the arts/culture have benefited yourself and how they can benefit the wider community
• can enthuse others about the arts/culture

How will this be tested?

We will want you to tell us about your personal interest in and enthusiasm for arts/culture in the written application. We will also have a discussion with you about this during the interview, as well as assessing your knowledge/understanding of arts/culture in Scotland and the role of Creative Scotland

Answers to the scenarios

Scenario A

Answer: Number 3. Approach the Public Appointments Team for advice. They will advise you about the Code requirement which is:

D3 New requirements will not be introduced during any stage of the appointments process.

The Public Appointments Team will also be well placed to liaise with the Sponsor Team to offer options to the Minister to get the skills and experience they want for the board.

Scenario B

Answer – Number 2. A1 of the Code states that:

Fair, open and merit-based appointments are the responsibility of Scottish Ministers

Sections C, D and E of the Code should then be followed.

There is nothing wrong with the Minister or any other party in the process suggesting names to be contacted and it is perfectly in order for panels to ensure that such individuals are contacted to alert them to an opportunity. If they apply, their application will be treated in the same way as other applicants.

Scenario C

Answer: Number 2. Review the evidence and agree the final candidate summary taking the panel's views into account. This could include that there was some disagreement about the candidate amongst the panel. But, ultimately, the content is a matter for the chair. These parts of the Code are particularly relevant.

D3 Selection panel members will assess the merits of applicants against the attributes specified by the appointing Minister, and published in the applicant information pack, using the methods they have agreed. New requirements will not be introduced during any stage of the appointments process.D7 The individuals who have most closely met the criteria for selection will be the 'most able' candidates recommended to the appointing Minister.

D8 The Selection panel will draft and applicant summary. The summary will set out the panel's view on how each applicant did or did not meet the criteria for selection.

Scenario D

Answer: Number 3. A13 of the Code says that:

If the nature of any relationship between a selection panel member and an applicant means it may be inappropriate for the panel member to assess the applicant, the panel chair will consult the Commissioner and agree appropriate action.

Scenario E

Answer: Number 2. A14 and A15 of the Code explains that:

If at any point from the beginning of a round information about an applicant, relating to whether they may not be a fit and proper person, becomes known to a member or members of the selection panel and that:

i. calls into question an applicant's suitability for appointment.

ii. may affect the credibility of the appointment process.

iii. may affect the credibility of the public body concerned they have a responsibility to share this with their colleagues on the selection panel. The panel will consider the potential impact of the information if the applicant were to be appointed.

The consideration of such matters will take place openly and involve transparent investigation to establish the facts. The applicant will be given an opportunity to respond before any final decision on their suitability for appointment is made.