Service Administrator

Location: South Kensington Campus

About the role:

This is an exciting time to join Imperial College London’s Student Counselling and Mental Health Advice Service. We have made significant investment in the Service, strengthening our capacity and developing how we support students throughout their university experience.

We are a diverse, multidisciplinary team of over 40 staff, bringing together a range of professional expertise and experience. We are committed to delivering high-quality, compassionate and responsive support, with our students at the heart of everything we do.

The Administrative Officer is a pivotal role within the Student Counselling and Mental Health Advice Service, providing essential operational support that underpins the delivery of student mental health provision. Working closely with clinical staff, senior managers, and fellow administrators, you will ensure that the Service runs smoothly and efficiently, helping us to respond swiftly and compassionately to students in need.

You will be part of a highly collaborative administrative team and will take particular responsibility for managing appointment systems, referrals, maintaining data records, and liaising with both internal departments and external health services.

What you would be doing:

As a key member of our Student Counselling and Mental Health Advice Service, you will play a vital role in supporting students facing a range of emotional and mental health challenges. You will be at the heart of our operations, ensuring the smooth running of administrative processes and acting as a compassionate, professional first point of contact for students, many of whom may be in distress.

You will manage appointment bookings, maintain accurate and confidential records, and support internal and external communication – including with GPs, NHS services, and College departments. Your role will include triaging referrals, apply risk protocols, and help staff navigate complex student needs. You will also contribute to the development of service systems, promotional materials, and outreach activities, as well as offer guidance and coaching to staff on administrative procedures.

This is a dynamic and impactful role that places you at the frontline of student support, helping to ensure that students in need are heard, held, and directed to the right help quickly and compassionately.

What we are looking for:

• Previous experience in a busy administrative or customer-facing role, preferably in a health, education, or welfare setting.
• Experience managing confidential data and understanding GDPR requirements.
• Familiarity with mental health services or student support services is highly desirable.

For a more detailed overview of the person specification, please refer to the job description.

What we can offer you:

• A dynamic working environment where your ideas and input will help shape the future of the Service.
• The opportunity to continue your career at a world-leading institution.
• Sector-leading salary and remuneration package (including 43 days off a year)
• Excellent in-house professional development and supervision

Further Information

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.

If you require any further details about the role, please contact: Linda Mahdi – l.mahdi1@imperial.ac.uk

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