IG & EPRR Administrator

Job overview

To provide comprehensive administrative support to the Information Governance (IG) and Emergency Preparedness, Resilience and Response (EPRR) functions, supporting the effective coordination, organisation and delivery of governance and resilience activities across the Trust.

The postholder will undertake a range of routine and non-routine administrative duties, including document and multiple mailbox management, meeting coordination, data handling, and system administration, ensuring accurate and timely support to enable compliance, assurance, and organisational resilience.

The role will contribute to the efficient running of the Governance service by supporting both IG and EPRR workstreams, covering suitable activities as and where needed in order to maintain service delivery in both IG and EPRR workstreams.

Main duties of the job

Provide day-to-day administrative support to the IG and EPRR functions, ensuring activities are delivered in a timely and organised manner.

Arrange and coordinate meetings, including scheduling, agenda development, and circulation of papers.

Provide administrative support to IG processes such as incident logging, audits, training records and compliance monitoring.

Support onboarding processes within the Governance team (e.g. access requests, equipment, induction materials).

Detailed job description and main responsibilities

Manage shared inboxes, prioritising and responding to routine enquiries, escalating where appropriate.

Prepare, format and distribute documentation including reports, spreadsheets, presentations and policies.

Maintain accurate electronic and paper filing systems in line with records management standards.

Support document control processes, including version control, archiving and retention in accordance with Trust policies.

Attend meetings to take accurate minutes, record decisions, track actions and ensure follow-up activity is recorded and progressed.

Maintain action logs, risk logs and tracker documents (including decision logs) for IG and EPRR workstreams.

Support the maintenance of governance systems, databases and registers (e.g. IG training, DPIA trackers, information asset registers).

Respond to routine IG queries, providing basic guidance and signposting in line with established procedures, escalating more complex matters.

Assist with the updating of intranet pages and public-facing information to ensure accuracy and accessibility.

Provide administrative support to the EPRR programme, including maintenance of plans, contact lists and documentation.

Support business continuity and incident response processes, including document updates, distribution and version control.

Assist in coordinating training sessions, exercises and events relating to emergency preparedness.

Maintain databases, distribution lists and communication systems to support emergency planning arrangements.

Assist with procurement processes, raising orders and tracking expenditure in line with Trust systems.

Support audits, surveys and service improvement work within own area.

Liaise with internal and external stakeholders, including NHS partners and system organisations, responding to routine communications.