Mental Health and Wellbeing Administrator (80846-097)

University of Warwick - People - Wellbeing Services

Following expansion, the Mental Health and Wellbeing Team are seeking a dedicated individual with a keen interest in mental health and wellbeing, who will be responsible for the implementation and operation of all administrative services within the team.  

Job Purpose

You will be the first point of contact for staff, students and their families who wish to make contact with the service either in person, by telephone or via email. You will provide high level professional, confidential and comprehensive administrative support, ensuring that the team are able to operate smoothly and efficiently.

Duties and Responsibilities


Management and monitoring the resource accounts, assessing the level and type of intervention required from the enquirer, using judgement and expertise to decide on the appropriate response/course of action. Escalating serious concerns/high risk cases where appropriate, by passing to the duty Mental Health Co-ordinator or senior Managers, providing any additional information that may be required.

Organising and prioritising meetings for the team. Ensuring last minute re-organisation, and/or changes in priority in the event of a University or student crisis.

Allocating appropriate resource and arrange meeting/update calendars with appointment, as appropriate.

Accountability for ensuring all systems are effective and efficient.

Maintenance and monitoring database and other recording systems containing student details and confidential information.

Accountability for supervising online calendars for the team and the upkeep of central databases (including confidential student case notes).

Daily retrieving of student information via SITS for all members of the team.

Managing and updating websites with up to date literature and open session events.
Produce and manage team diaries.


Providing the team with necessary information and/or paperwork for meetings.

Support and facilitate any campaigns /open days awareness days with which the wellbeing advisors are engaged

Raising purchase orders and processing all invoices on SAP.

Responsibility for maintenance and generation of highly confidential and essential student/staff support case notes which includes filing, updating, logging correspondence and monitoring.

Conduct preliminary interviews with students/staff who access services, using judgement as to which service is most appropriate in the first instance. Enquiries can be of a varying nature but are often sensitive and must be dealt with delicacy, tact and professionalism.

A point of contact for all internal and external visitors, using judgement to escalate enquiries, in line with University procedure and consider a range of options which may make visitors more at ease.

Communication by telephone or email with parents/guardians or other third parties enquiring after students’ health, performance or wellbeing. The post holder must be aware of the Data Protection Act and conduct conversations as appropriate.

Producing statistical data for analysis.

Attending team meetings and producing minutes of meetings.


Representing Wellbeing Support Services at University Open Days, Departmental Open Days and Staff Inductions events ensuring that prospective students, parents and staff are aware of the support services offered.

Working alongside and supporting other administrative support during busy times of the year when additional resource is required or during periods of absence.

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Midlands of England