Job Title:Mental Health Advisory and Health Promotion Service Administrator

THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:Mental Health Advisory and Health Promotion Service Administrator

School/Department:Registrar’s - Student Operations& Support

Salary:£22,249 - £26,537per annum,depending on skills and experience. Salary progression beyond this scale is subject to performance

Job Family and Level:Administrative, Professional and Managerial Level3

Contract Status:Permanent

Hours of Work:full time (36.25 h/p/w)

Location:Cripps Health Centre, University Park Campus

Reporting to:Mental Health Advisor

Purpose of the role:to provide high quality administration for the Mental Health Advisory Service and the Health Promotion Service.

Main Responsibilities / % time per year
1. / Mental Health Advisors.
Management of administrative process and systems for the Service - overseeing office and clinical records, and data management to ensure essential operative features are smoothly, accurately and efficiently carried out to the service users and to the wider University, including production and communication of reports, letters etc Create documents/reports through researching, collating and organising materials.
Develop and improve processes and systems to ensure efficiency. / 10%
2. / Maintain and administer appointment (both assessment and ongoing) systems to facilitate the provision of mental health advice, assessment and support. To provide such services to meet student needs both at University Park and at other sitesof the University. Assess risks and priorities and use judgement/knowledge to ensure appropriate allocation of appointments and workflows.
Process confidential correspondence from and to psychiatrists, GPs, tutors from both within and outside of the University.
Provide non-clinicalinformation to internal and external customers, where necessary / 30%
3. / Provide first line response to current and new students; University staff; other agencies both internal (e.g wardens, tutors)and external (e.g. Health centre, Crisis teams, specialist mental health agencies) to ensure appropriate response, advice or help required is provided. Assist in identifying the appropriate University service for referrals. In all cases ensure that a high level of sensitivity to the emotional needs of service users’ is maintained and that confidentiality of the service is rigorously maintained.
Apply initiative and judgement to independently respond to, and manage unforeseen (sometimes serious) circumstances where customers require assistance, with limited guidance from senior colleagues.
Deal with telephone calls, emails and general enquiries and maintain efficient communications between team members. Arranging agendas and taking meeting notes as appropriate. / 30%
4. / With delegated responsibility, process and authorise orders, and monitor the financial transactions of the Service, provide interim budget updates as required. Produce budgetary proposals in line with non-pay expenditure, providing analysis from the Agresso system to ensure spend is within budget. / 5%
5 / Organise the promotional materials and administration of training workshops and mental health and healthyU events. Arrange meetings and seminars including the booking of venues, provision of supporting facilities and materials as necessary for the team.
Source information and collate statistics, and input into the Service planning policy, including access to and publicity of the Service, workshop planning, management of waiting lists, high demand, workload planning etc. / 5%
6. / Provide administrative support for the Health Promotion Advisor including:
Arranging meetings, liaising with internal and external services, responding to emails and telephone calls, assisting with production of materials, booking venues and refreshments for HealthyU events, disseminate information and promotional materials.
Co-ordinate the C-card (free condom) scheme for the University, Student Advice Centre and the University of Nottingham Health Service to include: ordering condoms, collection of data and maintaining a sufficient level of stock.
Assist with the setting up of HealthyU events.
Contribute to the production of reports and evaluation of HealthyU programmes.
Collect and record data that will inform practice. / 20%

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / Educated to A levels or equivalent / Degree (or equivalent)
Skills/Training / Proficient in use of Microsoft packages;
Ability to research and present information, including financial reports / Budgetary management
Experience / Experience of providing outstanding customer service;
Experience of working with people in distress;
Experience of working with confidential information, correspondence and documentation.
Excellent time management and ability to work under pressure
Excellent communication, written and interpersonal skills / Working within a medical setting or social support setting where mental health is a significant component
Working within an HE setting
Statutory/Legal / Awareness of Equality legislation

Decision Making

i)taken independently by the role holder

Making appointments; managing calendars and work allocation for MHAs; responding to urgent need; liaising with referral agencies both within and external to the University, ordering of resources, managing budget, meeting and settling students arriving for appointments. Collection of service data and make recommendations.

ii)taken in collaboration with others

Responding to crisis situations; coordinating services, liaison with medical services, security. Planning and developing office procedures and annual tasks e.g. data reporting. Administration of workshops, roadshows and meetings
Input into policy development.

iii)referred to the appropriate line manager (please name) by the role holder

Complex and crisis situations; 3rd party requests e.g parental involvement; involving Mental Health Advisors (or when they are not available Head of Student Services or Head of Student Operations) policy decisions

Additional Information

This is an essential role to support and maximise the effectiveness of the Mental Health Advisory Service and the Health Promotion Service. In line with national trends the University has experienced a marked increase in the presentation of students experiencing significant mental health problems at University. These are often at a level where there is significant risk which needs quick intervention, risk assessment and the involvement of different agencies both within and external to the University. Alongside high demand to access this service is a need for high quality, sensitive and well- informed administrative support to underpin both the effectiveness and availability of the Mental Health Advisors. The Health Promotion initiative has similarly increased in both scope and range. Both services operate at all UK campuses.
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