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This is an exciting time to join the Student Counselling and Mental Health Advice Service at Imperial College! We have been investing heavily in our Service to better support our students through university life. We have grown from a small team to a diverse and multifaceted group of over 30 professionals striving to deliver the best experience possible for our students.

Thanks to increased investment we are now growing our Service's support team and searching for a new colleague to join us as a compassionate and innovative Administrative Assistant. You will help our clinical team as we work to support over 1500 students with their mental health each year.

We ask that candidates keep in mind that this post will involve coming into contact with information about difficult and challenging experiences, so personal resilience is crucial. We support staff with regular debriefing and space to discuss when challenging situations arise.

In turn Imperial College London offers a great range of employee benefits including; competitive salary, 25 days annual leave plus Bank Holidays and 6-7 closure days at Christmas/Easter, great training and development opportunities and a generous pension scheme.

Duties and responsibilities

What does the job involve?

Reception Duties

• Provide a confidential, efficient, and courteous customer service to all students telephoning, emailing, or visiting the Service
• Follow protocols regarding the reporting of students at risk
• Assist the Service Operations Manager with general office management

Appointment Administration

• Confirm and reschedule appointments for students maintaining accurate records in the Service electronic management system/ database
• Process confidential data into relevant systems

Workshop Administration

• Work with the Service Administrators and Senior Counsellors in the administration of courses, group therapy and workshops

Team Support

• Process room bookings and handle the upkeep of the ‘Service calendar of events’
• Assist with outreach events
• Take minutes of meetings, participate and contribute to team meetings
• Provide administrative support to team members as required
• Any other duties reasonably required to support the provision of a high quality service

Essential requirements

• Strong administration skills


• Sound and accurate IT skills (work processing, email, databases, spreadsheets)


• Experience of engaging with people who are distressed, anxious or challenging


• High degree of personal resilience


• Ability to handle confidential information with tact and discretion while maintaining appropriate confidentiality and boundaries


• Ability to manage own workload through effective ordering of priorities and display of good organisational ability working independently and taking initiative as well as working as part of a larger team


• Excellent communication skills, with an ability to communicate with people at all levels in the organisation


• A high level of accuracy and consistent attention to detail


• Flexibility and a capacity to adapt to the changing demands of the job

Further information

This is a full time, open-ended position.

Please note, the position is based at South Kensington Campus and may on occasion be required to work at the College’s other campuses. This post is primarily office based with limited work from home possibilities. We anticipate being able to accommodate 3 to 4 scheduled work from home days per month but this is subject to operational needs.

Should you require any further details on the role please contact: Desmond Bates, [email protected]

As this post is exempt from the Rehabilitation of Offenders Act 1974, a satisfactory Disclosure and Barring Service (DBS) check, at the appropriate level, will be required for the successful candidate. Further information about the DBS disclosure process can be found at: http://www.homeoffice.gov.uk/agencies-public-bodies/dbs/ or by telephoning 03000 200 190. You may also wish to view the College’s DBS webpage for policy statements on the Recruitment and Employment of Ex-Offenders and the Secure Storage, Use, Retention & Disposal of Disclosures and Disclosure Information.

Documents

• Job Description Administrative Assistant.pdf