Main Responsibilities:

Staff Network Support:

• Organise, coordinate, and promote staff network events to ensure they are well-executed and in line with the Trust’s EDI objectives.
• Support the recruitment, onboarding, and orientation of chairs and members for Staff Networks.
• Assist with the tracking of network-related expenditure, merchandise distribution, and logistical arrangements for meetings and events.
• Maintain accurate records of Staff Network activities, events, and communications to track progress, assess impact, and ensure transparency.

Administrative Support for EDI Initiatives:

• Provide administrative support for the Access to Work support service and Central Access to Work Fund, ensuring that requests and paperwork are processed efficiently.
• Use of the Shared Business Service (SBS) System
• Maintain a comprehensive database of Staff Network members, including their roles, contact details, and areas of interest.
• Draft and manage internal and external communications, including newsletters, bulletins, and event invitations, ensuring consistency and alignment with EDI objectives.
• Manage generic mailboxes and respond to enquiries from staff and external partners in a timely and professional manner.

Record Keeping and Documentation:

• Keep accurate and up-to-date records of EDI activities, including meetings, events, and communications. Ensure that these are accessible to relevant stakeholders.
• Maintain an archive of Staff Network communications such as newsletters, announcements, and other promotional materials.
• Track and report on key metrics, including the number of requests for EDI support, Freedom of Information requests, and attendance at relevant training and events.

Reporting and Evaluation:

• Assist in the preparation of reports, presentations, and other documentation related to the progress and outcomes of EDI initiatives.
• Collect feedback and evaluations from event participants to measure the success of initiatives and identify areas for improvement.
• Regularly update databases with relevant data related to EDI projects, ensuring that all records are maintained to a high standard of accuracy.

Collaboration and Stakeholder Engagement:

• Liaise with internal teams, including Learning and Development, IT, Finance, and senior management, to ensure the smooth running of EDI initiatives and events.
• Build and maintain relationships with external stakeholders, including national and local equality and diversity organisations.
• Support the communication of EDI-related initiatives, achievements, and opportunities to the wider staff community through various channels such as Trustnet and divisional newsletters.

General Administrative Support:

• Undertake administrative duties such as arranging and taking minutes at internal meetings, managing the EDI team’s schedules, and ensuring all records and correspondence are filed appropriately.
• Participate in audits and surveys as necessary for workforce EDI and service delivery purposes.
• Provide administrative assistance for any other EDI-related projects or tasks as required by the team.

Additional Responsibilities:

• Actively contribute to personal and professional development by attending relevant training, participating in appraisals, and engaging in continuous learning.
• Ensure all mandatory training is up to date and meet professional standards.
• Comply with Trust policies and procedures, including those related to confidentiality, data protection, and health and safety.
• Engage in ongoing reflection of personal practice, making improvements where necessary to ensure the best possible service delivery.

Key Skills and Experience:

• Strong administrative experience, ideally in a busy department or NHS environment.
• Excellent communication skills, both written and verbal, with the ability to engage effectively with stakeholders at all levels.
• Proven ability to manage and prioritise workloads efficiently and work without supervision.
• Good IT skills, particularly in Microsoft Office, and the ability to learn new software and systems.
• An understanding of equality and diversity frameworks, particularly the Equality Act 2010.
• Strong organisational skills and attention to detail.

Personal Qualities:

• Ability to work independently and take initiative.
• Commitment to continuous professional development.
• A flexible and proactive approach to work, with the ability to adapt to changing priorities.
• A team player who collaborates well with others and is willing to support colleagues when needed.

Person specification

Education/Qualifications

Essential criteria

• NVQ level 2 or equivalent standard of literacy and numeracy
• NVQ Administration/Customer Service Level 3 or equivalent level of proven experience

Experience

Essential criteria

• Working in a busy Department
• Working in an NHS environment

Desirable criteria

• Experience of supervising others

Skills

Essential criteria

• Good I.T. Skills and use of Microsoft packages
• Establish and maintain good working relationships
• Excellent interpersonal skills
• Team player
• Able to use own initiative and work without supervision.
• Prioritise own workload
• Willing to learn new skills.

Knowledge

Essential criteria

• Maintaining efficient administrative systems
• Understand the needs of clients and deal tactfully and sensitively with concerns
• Basic understanding of the Equality Act 2010 and other equality and diversity frameworks
• Updating and maintaining database systems

Desirable criteria

• Maintain confidentiality/data protection

Other

Essential criteria

• Ability to demonstrate commitment to own personal development.
• Ability to combine helpfulness and flexibility alongside the ability of being assertive when necessary.
• To be aware of and demonstrate the Trust Values and SCARF behaviours
• To be able to travel as required throughout the Trust