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Applications are invited for the permanent, full-time Wellbeing Service Administrator within Student Support and Wellbeing.

Educated to 2 AS or 1 A Level or NVQ Level 3 standard or equivalent in a relevant subject area., the post holder will be joining a team that is passionate about providing high quality mental health and wellbeing services within an educational setting.

The Wellbeing Service Administrator will be a calm and professional in person first point of contact for students accessing the service. They will contribute to the smooth running of the service from general administrative duties, managing appointments to supporting workshops, ensuring information is current and up to date, as well as facilitating referrals to and from the service as appropriate.

The ability to communicate in Welsh is essential for this post.

This role will be located on campus at Bangor full-time during term-time. Through our Dynamic Working framework, there will also be the option to spend some time working remotely (although remaining in the UK) out of term-time to support work life balance, which will be discussed further with candidates at interview.

Applications will also be considered to carry out this role on a part-time or job share basis.

Interviews will be held: 20th March, 2023.

Committed To Equal Opportunities

Overview

The Wellbeing Service offers a broad range of Mental Health and Wellbeing services through one-to-one appointments, group sessions, workshops, training, information and guidance. It is comprised of a broad range of practitioners offering counselling, mental health support, art therapy and specialist areas of support including support for those who have experienced harassment and sexual violence. The service also works closely with all support services within Student Support & Wellbeing.

Main Duties and Responsibilities

Provide effective and proactive clerical support for the range of administrative activity within the Wellbeing Service.
Provide a bilingual, professional and welcoming first point of contact, virtually and face to face, for the Wellbeing Service.
Act as point of contact to prospective and current students, parents and members of the public, advising and supporting students and staff on the Services’ procedures, and responding to ad hoc.
As first point of contact for the service the post holder will be expected to respond to risk appropriately within the boundaries of their role. This will include the need to occasionally escalate referrals to the Wellbeing Manager, Duty Counsellor or Head of Student Support & Wellbeing.
Contribute to the smooth running of a complex service diary of counsellors and mental health advisers, making appointments for students with members of the Wellbeing Service, according to prioritised need.
Provide accurate information and advice, based on a sound knowledge of University student support, making effective referrals as appropriate.
Communicate effectively with both staff and students and maintain effective working relationships with colleagues within the University and external stakeholders.
Provide administrative support to groups and meetings connected with the Wellbeing Service, including: Team meetings; working groups; case meetings; fitness to study meetings and to take and distribute minutes where necessary.
Input, update and maintain data within specialised databased ensuring accuracy and confidentiality.
Be responsible for maintaining the Wellbeing Service’s webpages and producing, maintaining and distributing all the service’s publicity and information materials, in liaison with the Office Manager.
Support the Office Manager in the development, implementation and maintenance of administrative systems to ensure the smooth-running of a busy and demanding service.
Assist with groups, workshops and courses, this may involve developing programme publicity and at times act as a co-facilitator in terms of practical support.
Provide ad hoc administrative and clerical support to the wider Student Support & Wellbeing Service.
Work collaboratively with colleagues as part of a multi-disciplinary team within the Wellbeing Service and across Student Support & Wellbeing, ensuring effective cross-referrals and promoting a holistic approach to student support.
Any other duties appropriate to the grade as required by line management.

Other Duties and Responsibilities

• The post holder will be expected to participate in performance review and developmental activities.

• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.

• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures, and risk assessments.

• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.

Person Specification

Qualifications/Training

Essential

Educated to 2 AS or 1 A Level or NVQ Level 3 or equivalent in a relevant subject area.
Advanced Diploma in a relevant subject area.

Desirable

NVQ level 4 or above in a relevant subject area.
ECDL Certificate.

Experience/Knowledge

Essential

Experience of providing a professional and supportive customer service function.
Experience of developing and implementing administrative systems and procedures.
Experience of organising meetings and minute-taking.
Experience of using a range of administrative systems and processes.
Understanding of and commitment to a model of student support that promotes the independence and resilience of our students to best prepare them for their future study or career goals.
Understanding of confidentiality / Data Protection Act requirements and experience of recording student data and other confidential information securely and in line with Data Protection legislation.
Experience of working within an office / administrative environment.
Understanding of the barriers faced by students presenting with a wide range of mental health and wellbeing concerns.

Desirable

Experience of working within an HE environment.
Experience of working in a support service environment (e.g. NHS, Advisory service, Mental Health service, Social care)

Skills & Abilities

Essential

Good communication and interpersonal skills, with the ability to respond sensitively and calmly to stressful situations.
Excellent organisational skills and ability to handle a varied and demanding workload, prioritising tasks and meeting deadlines.
Excellent IT skills, including accurate data entry and attention to detail.
Ability to make sound decisions around safeguarding and risk in line with policies and procedures and the boundaries of the role.
Ability to understand and adhere to service systems, procedures and quality standards as defined through the line management of the service.
Ability to work co-operatively as part of a practice sharing team within the Wellbeing Services and across Student Support & Wellbeing as a whole.
Ability to speak Welsh fluently and carry out tasks such as writing emails in Welsh to a variety of audiences is essential for this post

General

The University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We strive to develop a workforce from all sections of the community regardless of sex, gender identity, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We promote and facilitate the use of the Welsh language through our progressive Welsh Language Policy. We comply with the Welsh Language Standards and are committed to equality of opportunity. You are welcome to apply for any job in English or Welsh and all applications submitted will be treated equally.

We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Bronze award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.

All candidates must meet the requirements of UK ‘right to work’ requirements *** If you require Home Office permission to work in the UK, or need to switch your visa status in order to take this job we recommend you use the following link to information about the routes into employment and to check eligibility requirements: https://www.gov.uk/browse/visas-immigration/work-visas

Please note that we are unable to employ anyone who does not have the right to live and work in the UK legally. When applying for this post you will be required to explain the basis upon which you believe you will be able to live and work in the UK legally on the commencement date of the role should your application be successful.

Please note that, in the event of applications being received from candidates on the University's Redeployment Register with a reasonable skills match to the post specification, these applicants will be given prior consideration.