Equality Diversity and Inclusion (EDI) Administrator

Job description

Job responsibilities

Job Purpose:

The EDI Administrator plays a crucial role in supporting the Trust's ongoing commitment to diversity and inclusion. Working as part of the Equality, Diversity, and Inclusion (EDI) Team, this role involves collaborating with internal departments and external stakeholders to plan, execute, and promote initiatives that create an inclusive and supportive environment for all employees. The Administrator will be responsible for providing essential administrative support to Staff Networks and managing documentation for various EDI projects and activities.

Main Responsibilities:

Staff Network Support:

Organise, coordinate, and promote staff network events to ensure they are well-executed and in line with the Trusts 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 Central Access to Work Fund, ensuring that requests and paperwork are processed efficiently. Trained is 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 teams 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

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

Experience

Essential

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

Desirable

• Experience of supervising others

Skills

Essential

• Skills Good I.T. Skills and use of Microsoft packages
• Establish and maintain good working relationships
• Team player
• Prioritise own workload

Knowledge

Essential

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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Argo House

180 Kilburn Park Road

London

NW6 5FA

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)