Job summary
Our Equality, Diversity and Inclusion team are looking for a full-time administrator to support projects that will create real change and improvement to make a positive impact on the lives of our colleagues and service users.
You will provide first class administration support to the Head of EDI, from supporting the delivery of key interventions, reviewing, and evaluating data, raising requisitions and invoices, to setting up surveys, engagement activities, developing dashboards and managing admin support for our staff networks. You will also work closely with our communication teams and support campaigns and delivery for celebration events such as Black History Month.
This is a great starter role for a career in EDI, and an opportunity to develop new skills and bring a fresh perspective to the Trust's current approach. Having an interest in EDI and human rights is key to this role, as well as being creative, whilst working at pace to deadlines and supporting the delivery of key actions.
We are looking for a dynamic, organised, and professional individual who will be comfortable in supporting key programmes of work, having the ability to work across several projects, to meet tight deadlines. We'd like to see applications from people who have an NVQ Level 3 in administration or equivalent level of knowledge and experience. Mentoring and coaching opportunities will be available, alongside the ability for further training.
Options of hybrid and flexible working are available.
Main duties of the job
The role will allow you to stretch, learn, grow, and progress. We want to help you achieve your full potential, as you support our EDI team to meet their long-term goals and targets. Please see the Job Description for the full details of this role, but key duties include:
- Leading the administrative support for our staff networks, as the main point of contact. This includes developing agendas, minute taking, action log updating, setting up meetings, monitoring email boxes, sourcing speakers for staff network events, booking rooms, and comms.
- Planning and gathering data for relevant reports, submissions and equality standards. Collate, provide, receive, and appropriately store (manually and electronically) sensitive, confidential information.
- Set up questionnaires and surveys, reviewing their uptake and develop evaluation narratives. Help develop effective project plans to support the Head of EDI deliver action plans for key programmes.
- Creative support to ensure celebration events such as Pride are planned and run smoothly.
- Ensure the EDI intranet hub is kept up to date, adding pre-approved content to pages, providing content to the Comms team, adding events to the events page and staff noticeboard.
- Get quotes from providers, raise requisitions and purchase order numbers ensuring a smooth process when procuring new services and products for the team.
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work.
You will be a key member of our Workforce and OD Directorate working in EDI. You will be supported to develop, grow, and progress in a fun, warm and caring atmosphere, and culture. Your ideas will be welcomed, and your support appreciated. You will learn new ways of doing things and be part of a team which is enthusiastic, positive, and keen to make change.
We welcome applications from people from diverse communities. We recognise we are under representative within our workforce especially from people within the Black, Asian and minority ethnic community, people who identify as LGBT+ and people with a disability or long-term health condition.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Job description
Job responsibilities
Summary
- Working as a part of the EDI team to foster an inclusive working environment that promotes equality of opportunity and diversity for all staff members, service users, their families, and the local communities the Trust serves.
- Support the Head of EDI on actions to deliver the Trusts EDI and Health Inequalities Strategies. Setup, facilitate and co-ordinate engagement sessions to hear the views of the workforce, service users, their families, wider population, community groups and external stakeholder organisations and log this in the engagement log in a timely fashion.
- Working to the EDI manager, support the development of interventions and actions to improve inclusion across the organisation.
- Plan and gather equality data for relevant submissions.
- To ensure that all functions are performed to a high standard and to carry out other tasks as required, commensurate with the grade for the post under the direction of the Head of EDI.
Main Duties and Responsibilities
- Provide support to the EDI team to ensure the organisation meets its statutory obligations and key driver requirements.
- To support the Head of EDI in gathering information for submissions for certifications and accreditations and support the development of relevant data dashboards.
- Help develop effective project plans to support the team to develop and deliver action plans.
- To setup questionnaires and surveys, reviewing their uptake and developing evaluation narratives for the Head of EDI.
- To collate, provide, receive, and appropriately store (manually and electronically) sensitive, confidential information, regarding equality and diversity. This includes information from engagement events, learning sessions, feedback sessions, EDI surgeries, Equality Impact Assessments, surveys, and questionnaires.
- To support the Head of EDI to ensure all administration actions are undertaken for the Accessible Information Standard Group (AIS) including:
- Develop agendas and distribute them to participants
- Develop and update action logs
- Setup meetings in diaries
- To setup anti-racism training sessions and AIS working group meetings, working closely with Executive Director PAs and teams
- To act as a point of contact for the Trusts staff networks. To support the networks to develop events, campaigns for relevant national and international days.
- To use electronic packages and applications (e.g., excel) to provide appropriate representation of information suitable for use by a range of stakeholders (internal and external).
- In alignment with the NHS procurement frameworks, working with external organisations to gather quotes for services and products, raising purchase orders and ensure suppliers are paid in a timely fashion.
- Ensure the EDI intranet and web pages are kept up to date, by uploading preapproved content from the Head of EDI on the intranet and working with the communications team to update content on the website.
- Review, monitor and update the stakeholder database ensuring information of local networks, groups and organisations are accurate.
- Support the staff network leads to setup learning sessions, activities, educational workshops and send pre-approved content to the communications team for promotion.
- To use personal planning and organisational skills to work in a supervised capacity within set parameters and to be confident to manage and prioritise time effectively and efficiently.
- To train in new technology where appropriate and participate in the development and implementation of new skills and systems as appropriate.
- To ensure that all functions are performed to a high standard and to carry out other tasks as required, commensurate with the grade for the post.
This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
General Duties of all post holders
- To undertake any other reasonable duty, which is appropriate to the band, when requested by Senior Staff.
- To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.
- To be aware of and work towards the Trusts strategic goals.
Standards of Business Conduct
- The post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and suppliers.
- The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or responsibilities.
- The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its customers.
- The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the public.
- The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional manner.
- All post holders who are members of a professional body must comply with standards of professional practice / conduct. It is the post holders responsibilities to ensure they are both familiar with and adhere to these requirements and maintain their professional membership to the relevant body.
Equality and Diversity and Equal Opportunities
- The post holder must carry out all duties and responsibilities of the post in accordance with the Trusts Equal Opportunities and Equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders.
- The post holder must promote awareness of and respect for equality and diversity in accordance with Trust policies and procedures.
- The post holder is responsible for treating all staff, patients, service users, NHS contractors and the general public with dignity and respect at all times.
Safeguarding
- Appointments to regulated and controlled activities require an enhanced DBS disclosure.
- All staff have a responsibility to promote the welfare of any child, young person or vulnerable adult they come into contact with and in cases where there are safeguarding concerns, to act upon them and protect the individual from harm.
- All staff should refer any safeguarding issues to their manager and escalate accordingly in line with the Trust Child and Adult Safeguarding Policies.
- All staff should familiarise themselves with the NICE Guidelines when to suspect child maltreatment 2009.
Confidentiality and Information Governance
- Confidentiality is of prime importance. In the normal course of duties, the post holder will have access to confidential documents and information relating to patients, service users, staff and contractors, as well as information of a commercially sensitive nature. Such information should not be communicated to anyone outside or inside the NHS unless done in the normal course of carrying out the duties of the post. Disciplinary action will be considered where a breach of confidence has been established.
- All information obtained or held during the post-holders period of employment that relates to the business of the Trust and its service users and employees will remain the property of the Trust. Information may be subject to disclosure under legislation at the Trusts discretion and in line with national rules on exemption.
- The post holder must maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately, appropriately and kept up to date. The post holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.
- The post holder must work to the requirements of data protection laws as applicable to the UK, which includes the General Data Protection Regulations (GDPR).
Health and Safety at Work
- The post holder is required to take reasonable care of the health and safety of themselves and other persons who may be affected by their acts or omissions at work and to co-operate with the Trust in adhering to statutory and departmental safety regulations.
- The post holder is responsible for ensuring that they do not intentionally or recklessly misuse or interfere with anything provided in the interests of health safety or welfare e.g. misuse of equipment.
- The post holder is required to contribute to the control of risk and must report immediately, using the Trust Incident reporting system, any incident, accident or near miss involving patients, service users, carers, staff, contractors or members of the public.
- All Trust sites have been designated a no smoking area. The post holder is therefore advised smoking is not permitted within the hospital premises or grounds or whilst representing the Trust in the course of their duty. While the Trust will not discriminate against employing smokers, all prospective employees should be aware of this policy.
Job description
Job responsibilities
Summary
- Working as a part of the EDI team to foster an inclusive working environment that promotes equality of opportunity and diversity for all staff members, service users, their families, and the local communities the Trust serves.
- Support the Head of EDI on actions to deliver the Trusts EDI and Health Inequalities Strategies. Setup, facilitate and co-ordinate engagement sessions to hear the views of the workforce, service users, their families, wider population, community groups and external stakeholder organisations and log this in the engagement log in a timely fashion.
- Working to the EDI manager, support the development of interventions and actions to improve inclusion across the organisation.
- Plan and gather equality data for relevant submissions.
- To ensure that all functions are performed to a high standard and to carry out other tasks as required, commensurate with the grade for the post under the direction of the Head of EDI.
Main Duties and Responsibilities
- Provide support to the EDI team to ensure the organisation meets its statutory obligations and key driver requirements.
- To support the Head of EDI in gathering information for submissions for certifications and accreditations and support the development of relevant data dashboards.
- Help develop effective project plans to support the team to develop and deliver action plans.
- To setup questionnaires and surveys, reviewing their uptake and developing evaluation narratives for the Head of EDI.
- To collate, provide, receive, and appropriately store (manually and electronically) sensitive, confidential information, regarding equality and diversity. This includes information from engagement events, learning sessions, feedback sessions, EDI surgeries, Equality Impact Assessments, surveys, and questionnaires.
- To support the Head of EDI to ensure all administration actions are undertaken for the Accessible Information Standard Group (AIS) including:
- Develop agendas and distribute them to participants
- Develop and update action logs
- Setup meetings in diaries
- To setup anti-racism training sessions and AIS working group meetings, working closely with Executive Director PAs and teams
- To act as a point of contact for the Trusts staff networks. To support the networks to develop events, campaigns for relevant national and international days.
- To use electronic packages and applications (e.g., excel) to provide appropriate representation of information suitable for use by a range of stakeholders (internal and external).
- In alignment with the NHS procurement frameworks, working with external organisations to gather quotes for services and products, raising purchase orders and ensure suppliers are paid in a timely fashion.
- Ensure the EDI intranet and web pages are kept up to date, by uploading preapproved content from the Head of EDI on the intranet and working with the communications team to update content on the website.
- Review, monitor and update the stakeholder database ensuring information of local networks, groups and organisations are accurate.
- Support the staff network leads to setup learning sessions, activities, educational workshops and send pre-approved content to the communications team for promotion.
- To use personal planning and organisational skills to work in a supervised capacity within set parameters and to be confident to manage and prioritise time effectively and efficiently.
- To train in new technology where appropriate and participate in the development and implementation of new skills and systems as appropriate.
- To ensure that all functions are performed to a high standard and to carry out other tasks as required, commensurate with the grade for the post.
This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
General Duties of all post holders
- To undertake any other reasonable duty, which is appropriate to the band, when requested by Senior Staff.
- To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.
- To be aware of and work towards the Trusts strategic goals.
Standards of Business Conduct
- The post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and suppliers.
- The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or responsibilities.
- The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its customers.
- The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the public.
- The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional manner.
- All post holders who are members of a professional body must comply with standards of professional practice / conduct. It is the post holders responsibilities to ensure they are both familiar with and adhere to these requirements and maintain their professional membership to the relevant body.
Equality and Diversity and Equal Opportunities
- The post holder must carry out all duties and responsibilities of the post in accordance with the Trusts Equal Opportunities and Equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders.
- The post holder must promote awareness of and respect for equality and diversity in accordance with Trust policies and procedures.
- The post holder is responsible for treating all staff, patients, service users, NHS contractors and the general public with dignity and respect at all times.
Safeguarding
- Appointments to regulated and controlled activities require an enhanced DBS disclosure.
- All staff have a responsibility to promote the welfare of any child, young person or vulnerable adult they come into contact with and in cases where there are safeguarding concerns, to act upon them and protect the individual from harm.
- All staff should refer any safeguarding issues to their manager and escalate accordingly in line with the Trust Child and Adult Safeguarding Policies.
- All staff should familiarise themselves with the NICE Guidelines when to suspect child maltreatment 2009.
Confidentiality and Information Governance
- Confidentiality is of prime importance. In the normal course of duties, the post holder will have access to confidential documents and information relating to patients, service users, staff and contractors, as well as information of a commercially sensitive nature. Such information should not be communicated to anyone outside or inside the NHS unless done in the normal course of carrying out the duties of the post. Disciplinary action will be considered where a breach of confidence has been established.
- All information obtained or held during the post-holders period of employment that relates to the business of the Trust and its service users and employees will remain the property of the Trust. Information may be subject to disclosure under legislation at the Trusts discretion and in line with national rules on exemption.
- The post holder must maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately, appropriately and kept up to date. The post holder must only access information, whether paper, electronic or in other media, which is authorised to them as part of their duties.
- The post holder must work to the requirements of data protection laws as applicable to the UK, which includes the General Data Protection Regulations (GDPR).
Health and Safety at Work
- The post holder is required to take reasonable care of the health and safety of themselves and other persons who may be affected by their acts or omissions at work and to co-operate with the Trust in adhering to statutory and departmental safety regulations.
- The post holder is responsible for ensuring that they do not intentionally or recklessly misuse or interfere with anything provided in the interests of health safety or welfare e.g. misuse of equipment.
- The post holder is required to contribute to the control of risk and must report immediately, using the Trust Incident reporting system, any incident, accident or near miss involving patients, service users, carers, staff, contractors or members of the public.
- All Trust sites have been designated a no smoking area. The post holder is therefore advised smoking is not permitted within the hospital premises or grounds or whilst representing the Trust in the course of their duty. While the Trust will not discriminate against employing smokers, all prospective employees should be aware of this policy.
Person Specification
Education / Qualifications
Essential
- NVQ 3 or equivalent level of knowledge and experience.
Desirable
- Detailed awareness of EDI
Experience
Essential
- Experience of working within a statutory or voluntary sector organisation
- Experience of providing advice on service development and delivery and / or equality and diversity issues
- Experience of multi-agency working
- Experience of supporting projects
- Experience (paid or unpaid) of working with people/groups who have been subject to discrimination / inequality.
Desirable
- Experience of developing and/ or facilitating involvement and / or consultation sessions with diverse people
- Previous experience of working within the Public sector or within an equality and diversity focused area.
- Supporting, updating and monitoring action plans.
Knowledge
Essential
- Knowledge and understanding of legislation and statutory frameworks relating to Equality and Diversity and Human Rights.
- Awareness of health inequalities.
- Knowledge of a range of current issues facing diverse groups in society
- Knowledge of action planning processes
Desirable
- Awareness of the NHS Equality Delivery System.
- Knowledge and understanding of current national, regional and local government and health policies and strategies which relate to Equality and Diversity
Skills and Abilities
Essential
- The ability to plan, prioritise and manage own workload.
- Capable of working to tight deadlines whilst maintaining accuracy.
- The ability to interpret and implement policies.
- Possess excellent communication skills (written and verbal).
- The ability to liaise effectively with diverse people from a wide range of professions, groups and individual backgrounds.
- The ability to use a computer to produce documents and presentations.
- Ability to maintain utmost confidentiality
- Ability to work flexibly when required.
- Ability to think creatively and respond positively in a constantly changing environment.
- Ability to respond appropriately to diversity as issues / needs present themselves
Work Related Circumstances
Essential
- A personal interest in equality and diversity
- Able to work flexibly as required
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure.
Person Specification
Education / Qualifications
Essential
- NVQ 3 or equivalent level of knowledge and experience.
Desirable
- Detailed awareness of EDI
Experience
Essential
- Experience of working within a statutory or voluntary sector organisation
- Experience of providing advice on service development and delivery and / or equality and diversity issues
- Experience of multi-agency working
- Experience of supporting projects
- Experience (paid or unpaid) of working with people/groups who have been subject to discrimination / inequality.
Desirable
- Experience of developing and/ or facilitating involvement and / or consultation sessions with diverse people
- Previous experience of working within the Public sector or within an equality and diversity focused area.
- Supporting, updating and monitoring action plans.
Knowledge
Essential
- Knowledge and understanding of legislation and statutory frameworks relating to Equality and Diversity and Human Rights.
- Awareness of health inequalities.
- Knowledge of a range of current issues facing diverse groups in society
- Knowledge of action planning processes
Desirable
- Awareness of the NHS Equality Delivery System.
- Knowledge and understanding of current national, regional and local government and health policies and strategies which relate to Equality and Diversity
Skills and Abilities
Essential
- The ability to plan, prioritise and manage own workload.
- Capable of working to tight deadlines whilst maintaining accuracy.
- The ability to interpret and implement policies.
- Possess excellent communication skills (written and verbal).
- The ability to liaise effectively with diverse people from a wide range of professions, groups and individual backgrounds.
- The ability to use a computer to produce documents and presentations.
- Ability to maintain utmost confidentiality
- Ability to work flexibly when required.
- Ability to think creatively and respond positively in a constantly changing environment.
- Ability to respond appropriately to diversity as issues / needs present themselves
Work Related Circumstances
Essential
- A personal interest in equality and diversity
- Able to work flexibly as required
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
- Willing to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies
- Appointments to regulated and controlled activities require an enhanced DBS disclosure.
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.
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).
Additional information
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.
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).
