Equality Diversity & Inclusion Officer - Band 4

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.