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Gloucestershire Hospitals NHS Foundation Trust
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About
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
Equality Diversity & Inclusion Officer - Band 4
Closed for applications on: 17-Apr-2023 00:00
Vacancy status: Closed
Closed for applications on: 17-Apr-2023 00:00
Key details
Location
- Site
- Trustwide
- Town
- Gloucester
- Postcode
- GL1 3NN
- Major / Minor Region
- Gloucestershire
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
Salary
- Salary
- £23,949 - £26,282 per annum pro rata if part time
- Salary period
- Yearly
- Grade
- (4)
Specialty
- Main area
- Corporate
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
Job overview
The main purpose of the role is to provide an efficient, professional and confidential administration service for the Equality, Diversity & Inclusion (EDI) team in a fast-paced and ever-changing environment.
The post holder will ensure the smooth administration and the appropriate levels of administrative support are in place for a wide range of activities including the Trust’s Inclusion Network and Council, EDI projects, campaigns, and ad hoc initiatives which progress the EDI agenda for our Trust.
Advert
This role would suit someone with the following attributes, skills and experience:
Experienced in providing high quality customer service, with excellent communication skills (both verbal and written)
At least 2 years of administrative experience
Able to work autonomously and proactively
Able to initiate and maintain office/administrative systems
Working knowledge of Microsoft Excel and email software, with the ability to gather, input and interpret activity data
Ability and demonstrable experience of responding proactively to tight deadlines; able to work on own initiative, prioritise own workload and works well under pressure in a busy environment
Demonstrate effective interpersonal skills face to face and over the phone; able to deal with confidential and sensitive matters in a professional and discreet manner
High level organisational skills, managing multiple projects, ensuring effective and efficient use of available resources
Committed towards, and understanding of, the principles of equality, diversity and inclusion and demonstrable interest in the EDI agenda
Open-minded and proactive in identifying and making improvements
Demonstrates strong empathy and sensitivity to the needs/experiences of individuals/groups
Working for our organisation
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
The Leadership & OD (LOD) team is part of the People & OD department which includes Resourcing, HR services and Professional Education. The LOD team provides and coordinates a wide range of leadership development programmes, Equality Diversity & Inclusion (EDI) activities, talent development opportunities, coaching and mentoring, OD interventions and team support to over 10,000 colleagues working across both Gloucestershire Hospitals NHS Foundation Trust and Gloucestershire Managed Services (GMS).
We are a busy team covering a large portfolio, and together we are committed to doing the very best for our colleagues and patients.
Detailed job description and main responsibilities
JOB PURPOSE
General administration and coordination
- Organise and coordinate the day-to-day running and administration of EDI team.
- Provide a high standard of customer service when dealing with enquiries from colleagues, managers and non-Trust personnel via email, telephone and in person. Exercise judgement as to the appropriate response, prioritising accordingly and taking immediate action as required.
- Ensure delivery and provision of a professional, prompt and confidential reception service for all telephone, email and in-person enquiries; signposting or forwarding queries to relevant team member as appropriate.
- Assist and respond appropriately, consistently and efficiently to online, telephone and face-to-face enquiries in a friendly, courteous, tactful, compassionate, reassuring and discreet manner, using active listening and facilitative skills.
- In line with GDPR requirements, take and record relevant details pertaining to an individual’s situation; determining relevant cultural, social and economic factors in a respectful and non-judgemental manner.
- Actively respond to and resolve administration queries which are escalated by other members of the L&OD team; following trust policy and using own initiative to ensure seamless support for the team and our customers.
- Ensure the effective administration of the EDI email inboxes. Day-to-day responsibility for administering, responding to and appropriately escalating enquiries.
- Work flexibly with EDI and Leadership & OD colleagues and the wider People & OD department to ensure periods of absence (e.g. annual/sick leave) are adequately covered.
- Regularly review, maintain, and update the EDI webpage content on the intranet, liaising with the Communications team as required.
- Organise and schedule meetings (face-to-face and virtual).
- Coordinate electronic diaries for the EDI Lead and EDI Coordinator.
- Provide a minute-taking service to the EDI Steering group, the Inclusion Council, and other EDI-related meetings/events.
- Administer the Trust’s invoicing system and maintain computerised systems to facilitate and ensure the payment and recording of invoices.
- Monitor and replenish stock levels; place orders and track successful delivery of these using the procurement ordering system.
- Develop, maintain and ensure correct usage of manual and/or computerised administrative systems, to facilitate and record departmental activities
EDI Projects and Events coordination and administration
- Ensure a smooth administration and coordination service is provided to all EDI activities/events in line with stated procedures. This involves but is not limited to: booking rooms; scheduling online events on virtual platforms; promotion and publicity of opportunities; processing course/event bookings and application forms; preparing and distributing course/event instructions and handouts (electronic and paper-based); liaising with trainers/speakers/facilitators to ensure their needs are met; arranging hospitality orders; registering delegates on arrival; recording attendance at virtual events.
- Provide support to Trainers/Speakers/Facilitators with virtual/online events when required e.g. delegate registration; chat box monitoring; helping with breakout rooms
- Promote development and engagement opportunities offered by the EDI team through a range of media including: email distribution groups; intranet; email newsletters; social media
- Administration lead for all EDI events and programmes (on-site, off-site and virtual), working closely and regularly with EDI project lead/commissioners. Support the design and development of specified projects and ensure successful delivery.
- Administer and coordinate the Trust’s Overseas Buddy Scheme. Under the direction of the EDI Coordinator, act as a focus of support and guidance to international recruits joining the organisation for the first time. The post holder will offer first-line support and signposting, with practical assistance to help people feel safe and supported when joining the Trust.
- Collaborate with the Recruitment team to provide coordination and administration support to the identification of Inclusion Champions on recruitment panels.
- Under the direction of the EDI Lead and EDI Coordinator, provide outreach support to colleagues from underrepresented groups.
- The postholder will be required to work on all Trust sites, including visits to wards and departments for periods of time to support the EDI agenda.
Surveys and Reports
- dminister and coordinate a range of online surveys using the Trust’s online survey tools (including JISC).
- Use a variety of software packages (including Excel, Word and ESR) to input and interrogate activity data relating to training/event attendance and online surveys
- Generate and electronically distribute relevant and timely reports from a range of sources.
- Conduct basic analysis of survey/feedback data to identify obvious key trends and themes
- Assist the EDI Coordinator with the preparation, distribution, monitoring and maintenance of the Trust’s EDI action plan, escalating outstanding actions to a successful completion.
- Support the collection, collation, distribution and monitoring of information for data compliance and performance reporting on relevant EDI projects.
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.
Committed to safeguarding our community
If applicable for the post, all successful candidates will be required to pay for their own Disclosure and Barring Service (DBS) check. The cost will be £29 (standard checks) or £46 (enhanced checks), and will be recovered through two instalments from the candidate's salary. Please contact [email protected] for further information.
The Trust is a safeguarding employer committed to the safeguarding and promotion of welfare of children, young people and vulnerable adults and expects staff and volunteers to share this commitment. The Trust is committed to safe recruitment practices to protect children and vulnerable adults, and any appointment will be subject to satisfactory clearance. As part of the organisation's commitment to Safer Recruitment, candidates may request copies of relevant policies and procedures by contacting the Recruitment Team at [email protected]
Committed to supporting service personnel
As part of our commitment to support Service Personnel, Gloucestershire Hospitals NHS Foundation Trust, in collaboration with the Career Transition Partnership, offer a Guaranteed Interview Scheme for all qualifying Service and Ex-Service Personnel. To qualify for a guaranteed interview, candidates must meet the essential criteria for the post and be either a current member of the Armed Forces, or be within the two year period of resettlement. If this applies to you please email the job reference number and your AR number to the Recruitment Team at [email protected]
Follow us on Twitter: @GHNHSFTCareers
Person specification
Qualifications
Essential criteria
- 5 GCSEs including English and Maths (Grade C/4 or above)
- NVQ Level 3 qualification or equivalent
- IT skills at level 2 or equivalent experience, with ability to gather, input and interpret activity data
- Committed to Continuing Professional Development (CPD)
Desirable criteria
- EDI, HR, Business Administration qualification or equivalent
Experience
Essential criteria
- Providing high quality customer service
- At least 2 years previous administrative experience, including initiating and maintaining office systems
- Handling routine and more complex telephone enquiries
- Planning and organising administrative tasks, including maintenance of webpages
Desirable criteria
- Working in an EDI, OD, training, education or similar. Working in NHS/Public sector
Knowledge / Skills
Essential criteria
- Excellent communication skills, both verbal and written
- Ability and demonstrable experience of responding proactively to tight deadlines; able to work on own initiative, prioritise own workload and works well under pressure in a busy environment
- Demonstrate effective interpersonal skills face to face and over the phone; able to deal with confidential and sensitive matters in a professional and discreet manner
- High level organisational skills, managing multiple projects, ensuring effective and efficient use of available resources
- Able to gather, input and interpret activity data. Able to develop and subsequently follow set procedures within specified timescales
Further details / informal visits contact
- Name
- Coral Boston
- Job title
- Equality Diversity & Inclusion Lead
- Email address
- [email protected]
- Telephone number
- 07974625853
No longer accepting applications
Sorry, this vacancy is no longer accepting applications.
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