Administrator

Reference
1121065

Branch
University of Warwick

Start date
26/10/2026

Duration
Other - See Job

Hours and days
Monday to Thursday 8.30am to 5pm and Friday 8.30am to 4pm.

Dress code
Not Applicable

Rate of pay
£14.35

Holiday rate
£1.73

Role

As part of the Wellbeing Administrative team, acting as first point of contact for staff, students, family members, visitors (internal and external) who wish to make contact with the service either in person, by telephone or digitally and overseeing the delivery of this important aspect of Wellbeing’s work.

Responsible for delivering the implementation and operation of administrative services within the team, by ensuring the provision of high level professional, confidential and comprehensive administrative support, so that the wider Wellbeing team are able to operate smoothly and efficiently.

Duties and responsibilities

Administration / Operational Support (Wellbeing Support Services)

1. Administration / Operational Support

To provide administrative support to Wellbeing Support Services, including:

Manage and monitor enquiries, including assessing the level and type of intervention required from the enquirer. Use judgement and expertise to decide on the appropriate response or course of action, including enquiry management and booking appointments, and escalate serious concerns or high-risk cases where appropriate by passing them to other colleagues or the Head of Service.

Manage and supervise calendars, book and resource meetings, respond to requests for literature, retrieve student data and coordinate workshops.

Organise and prioritise meetings, ensuring last-minute reorganisation and changes in priority can be accommodated in the event of a University or student crisis.

Allocate appropriate resources and arrange meetings or update calendars with appointments as appropriate.

Produce and collate statistics from datasets, providing reports accordingly.

Coordinate processes to ensure compliance with DSA QAG adult requirements.

Ensure all systems are effective, efficient and compliant.

Support the management of Wellbeing Support Services websites and literature, ensuring they are up to date, relevant and compliant.

2. Reception

Provide appropriate reception services on a rota basis to all students, clients, visitors and enquirers. This includes assessing the level and type of intervention required, containing anxiety and using judgement and expertise to decide on the appropriate response, as enquiries can be broad in nature and often sensitive.

Ensure the smooth running of processes such as brief consultations, appointments and workshops.

Ensure the efficient administration of services and advise students in a warm and sensitive manner.

Provide relevant, up-to-date information in response to miscellaneous requests and enquiries.

3. Financial Responsibilities

Process service expenditure, including invoices, and manage income generation payments relating to DSA.

Coordinate termly DSA invoicing and related processes, such as collecting and following up timesheets, to achieve income generation targets in accordance with the five-year budgetary plan.

Record departmental financial transactions, including creating vendors, processing invoices and raising purchase orders.

4. Additional Duties

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

Work flexibly and collaboratively with other administrative colleagues during busy periods when additional resources are required or during periods of absence.

 

Skills and experience

• Educated to A-Level or equivalent, including GCSE Maths & English to grade C
• IT qualification or relevant experience
• Significant experience of managing and providing administrative (incl. financial) support in a complex, busy customer-facing environment, including setting up and reviewing systems
• Good knowledge and understanding of University’s policy on data protection, compliance, GDPR, and equality and diversity
• Previous experience of working with confidential and sensitive information and personal data
• Experience of working in an emotional/ sensitive environment, adapting to change and challenging circumstances
• Experience of working effectively in a team environment
• Demonstrably excellent interpersonal skills with the ability to communicate effectively with colleagues at all levels and provide exemplary customer service skills, including a calm and warm demeanour
• Problem solving skills
• Ability to apply judgement to sensitive and demanding priorities
• Excellent written and oral communication skills, and attention to detail
• Strong level of emotional resilience in order to manage when presented with severe issues or those in a highly emotional state.
• Ability to manage highly confidential and sensitive matters with discretion and tact
• Excellent organisational and time management skills with the ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines
• Ability to be proactive, use initiative and to apply knowledge flexibly in a range of solutions, and ability to work as part of a team and on own initiative

Location
On Campus

Additional information

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