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Equality, Diversity and Human Rights Steering Group

Terms of Reference PURPOSE

The purpose of the Equality, Diversity and Human Rights Steering Group is to provide support, advice, assurance and governance for the Trust Board to ensure that the organisation is committed to

  • to develop a culture of promoting Equality and Diversity and eliminating discrimination.
  • meeting its duties and responsibilities under Equality, Diversity & Human rights legislation and codes of practice including NHS and the Department of Health standards

CONSTITUTION The Group is set up with the delegated responsibility from the Trust Board to lead on the Equality and Diversity agenda and monitor progress for South Central Ambulance NHS Foundation Trust to ensure that it provides equality with regards to access, impact, and outcome.

The Group is authorised to seek any information it requires from any employee bearing in mind the exigencies of the service. All employees will be encouraged to co-operate with any request made by the Group.

The Group is authorised by the Board to obtain outside legal or other independent professional advice within the approved Equality and Diversity budget.

The minutes of these meetings shall be formally submitted to the Trust Board on a six monthly basis. The Chair of the Group shall draw to the attention of the Board any issues that require disclosure to the full Board.

The Group will provide a quarterly report to the Clinical Governance Board. The Group will provide a full report to the Board annually on its work on Equality, Diversity and Human Rights in the organisation.

MEMBERSHIP

  • Membership of the committee will comprise of:
  • Trust Chief Executive, who will be Chair
  • a Non-Executive Director, nominated by the Trust Board, who will be vice chair
  • the Executive Director of HR and OD who will take the lead responsibility
  • Assistant Director of HR Workforce & OD or Workforce Planning Manager
  • Assistant Director of HR, Operations
  • Director of Operations and/or designated Divisional Director
  • Director of Corporate Affairs or nominated deputy 
  • Director of Commercial Services
  • Head of Education
  • the Trust’s Equality & Diversity Lead
  • A senior Staff side representative
  • Head of Communications
  • PALs/PPI Manager
  • Member of the PPI Forum
  • A Service Development representative

Records of the meeting will be taken and managed by the Director of HR & OD’s PA support. This role will be responsible for managing the dates and arrangements of the meeting, liaising with the Equality and Diversity Lead for agenda items, and sending out papers.

The Group will be deemed quorate when 6 members are in attendance, inclusive of the Chair or Deputy Chair. Attendees must attend a minimum of 4 meetings per annum and or sent a deputy.

The committee will invite other key management and stakeholder representatives for specific items. However, this will be organised taking regard of the needs and exigencies of the Trust.

FREQUENCY

6 meetings will be organised each year (or more if required to address specific issues). Agendas, reports and papers will be issued to members at least 7 calendar days prior to the meeting.

DUTIES

Performance

  • To review and recommend Equality and Diversity related policies and strategies, for Executive Team or for Board approval as appropriate
  • To recommend Trust wide priorities and targets for the equality and diversity action plans
  • To develop and recommend business cases to support necessary changes to service delivery and employment practice
  • To monitor, on behalf of the Trust Board, progress against the Single Equality Scheme and action plans and ensure the Trust progresses towards its aim of effortless inclusion
  • To advise other committees and the Executive Team accordingly
  • Develop and review Diversity KPIs • To chair the direction, activity and output of the Equality and Diversity focus groups
  • which will enable the diversity of the staff groups to influence the effective implementation of authorised plans
  • To report the Trust’s progress to the Board
  • To assess risks associated with E&D and advise the Executive Team
  • To receive and monitor progress from Divisions, advising corrective action when required.

Individual Roles

Trust Chief Executive
To Chair the Group, monitor progress against action plan and report to the Trust Board 6 times per year. To actively champion E&D issues across the Trust and with stakeholder and partner organisations.

Non-Executive Director
To ensure compliance with the statutory and legal obligations, particularly progress against the SES and action plan, and report in conjunction with the Chief Executive to the Trust Board 6 times per year. To also brief and update other committees as appropriate.

Executive Director of HR and OD
To ensure the workforce implications of the statutory and legal obligations are carried out and to report to the Clinical Governance Committee on a quarterly basis. To ensure that the risks associated with E&D are assessed and advise the Executive Team and Board as appropriate.

Assistant Director of HR Workforce & OD or Workforce Planning Manager
To ensure that employment law is complied with in relation to recruitment and that the workforce is trained to comply with obligations, in conjunction with the Head of Education. To review advertising publications to ensure widest audience. To develop, review and deliver Diversity KPI’s across the organisation. To provide workforce statistics, with analysis and recommendations.

Assistant Director of HR, Operations
To ensure that employment law is complied with in relation to employee issues. To develop, review and deliver Diversity KPI’s across the organisation.

Director of Operations or designated Divisional Director
To ensure that all operational staff are working to expected standards set down by the Trust in relation to equality and diversity. To supervise the direction, activity and output of the E&D divisional subgroups which will enable the diversity of the staff groups to influence the effective implementation of the SES action plan. This includes advising on corrective action as necessary. To report the progress of the divisional groups to the main E&D Steering group.

Director of Corporate Affairs
To ensure that governance arrangements are complied with in accordance with national targets and criteria. Ensure that all Trust literature, publications and communications can be accessed in alternative formats and are accessible to all.

Director of Commercial Services
To ensure that all operational staff are working to expected standards set down by the Trust in relation to equality and diversity.

Trust Equality & Diversity Lead
To facilitate equality and diversity within the Trust and to ensure that work is being carried out in line with the action plan. To work with the Head of Communications to produce educational communications to staff. To assist in developing Diversity KPI’s across the Trust. To recommend E&D related policies and strategies as appropriate. To recommend Trust wide priorities and targets and recommend changes to service delivery and employment practices as necessary.

Staff side representative
To ensure that the views of all staff are represented. Work in partnership with the group in order to champion E&D issues across the entire Trust.

Head of Communications
To work with the relevant departments to ensure that Trust external and internal communications reflect the values of equality and diversity. To ensure that diverse audiences are considered when communicating to internal and external audiences. To ensure that the work of the group is communicated to staff and the achievements of the Action plan are communicated to the general public. To ensure that information on equality and diversity is published on the Trust website and Intranet.

Head of Education
To ensure that all staff are trained in equality and diversity issues and equality and diversity underpins each training session provided.

PALs/PPI Manager
To liaise with the PPI and to ensure full consultation and involvement from the general public. Ensure that all sections of the community find the complaints procedure transparent and straight forward to use. Facilitate any concerns ensuring that they are addressed sensitively.

Member of the PPI Forum
To represent the general public and to ensure that full consultation and involvement takes place. To engage with other stakeholders as appropriate to ensure the groups are aware of the diversity issues facing communities the Trust serves.

A Service Development representative
To ensure all services are compliant with equality. To develop and recommend business cases to support necessary changes to service delivery.

Other members will be co-opted to the group as the need arises.

Legislation and Standards

  • To integrate Equality, Diversity and Human rights legislation and standards, across the whole of the organisation’s activities (both clinical and non-clinical) which supports the achievement of the organisation’s objectives.
  • To advise the Trust Board on the aspects of Equality and Diversity Duties and future developments and to take action as appropriate.
  • To provide a focal point for and co-ordinate the development and implementation of the equality framework in accordance with NHS standards and targets and UK and EU legislation.

Internal Development

  • To promote equality and diversity within all Trust policies, to ensure that the Trust is promoting E&D across all working practices, which includes how staff work with the general public.
  • To ensure the organisation is knowledgeable about the health needs and inequalities of provision and access experienced by local people
  • To ensure that staff in all services and directorates actively promote equality and diversity in their work and are confident in the ability to challenge discrimination when it is identified • To promote equality of opportunity for all staff

External relationships

  • To promote, recognise and value the diverse nature of communities and staff groups
  • To ensure that all sections of the community find the complaints procedure transparent and straightforward to use and that their concerns appropriately addressed with cultural sensitivity, including alternative format and languages.
  • To promote appropriate health promotion and illness prevention activities are in place in response to the assessed health needs of local ethnic minority populations, and all equality strands.
  • To ensure that local and other partners recognise the organisation as a champion for equality and diversity in all its activities
  • To promote appropriate, diverse and culturally sensitive access as appropriate to Trust services for all service users
  • To identify and engage with other stakeholders and local voluntary and community groups as appropriate to ensure the group are aware of the diversity issues in employability and service delivery facing communities the Trust serves.
  • To ensure that contractors comply with their responsibilities under the RR(A) and in line with best practice in all other equalities legislation.

Review date These Terms of Reference should be reviewed after an initial 6 month period and annually thereafter.

Agreed and signed by: Will Hancock: Chief Executive, Sharon Walters: Director of HR, Staff Side Representative and PPI Forum Member Date:

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