Wellbeing Support Assistant Job Description

• This document outlines the job description and person specification for the position of Wellbeing Support Assistant (Counselling) at Nottingham Trent University.
• The post number for this role is 551415, and the document was created on 27/01/25.
• The role is within the Student Support Services, and the salary is Grade E (£26,712 - £28,047 per annum).
• The fixed term end date for the position is 30/04/2026.
• The role involves hybrid working including on-site and remote work with the post-holder primarily based at the City site but required to visit other sites at Clifton and Brackenhurst.
• The immediate line manager for this position is the Counselling Team Leader.
• The title and grade of posts managed by the postholder is not applicable (N/A).
• The purpose of the job is to support the development and implementation of administrative tasks within the Student Health and Wellbeing Services Team, specifically within the Student Counselling Service, and to maintain effective systems and support service delivery and development.

Principal Duties and Responsibilities

• Provide administrative support for the Student Counselling Service, including managing referrals, maintaining records, arranging meetings, organizing schedules, and developing systems where necessary.
• Provide administrative support for the counselling team including producing correspondence, minutes, reports, and other documents using Microsoft Office and other university-specified software.
• Coordinate systems for responding to general enquiries regarding counselling provision from university staff, students, and external organizations.
• Respond sensitively and promptly to enquiries from students and staff for information about support offered by the Wellbeing teams, including distressed students.
• Provide some initial advice and guidance to students, signposting to appropriate services.
• Provide administrative support for service evaluation processes, including developing and implementing systems to monitor and evaluate service provision, processing and analyzing data, and providing reports to service teams and key officers to inform strategic decision making.
• Administer financial systems (ordering/invoicing etc.) within the counselling service, maintaining accurate financial records, and liaising with suppliers for quotations, queries, and delivery of goods and services.
• Oversee administrative arrangements for counsellors and trainee counsellors, ensuring they are adequately inducted and briefed on relevant departmental procedures.
• Establish and maintain a resource base of self-help literature and other resources for students, signposting students and staff to support available resources within the university and from outside agencies.
• Oversee counselling room booking systems for shared rooms, maintaining a diary of student counselling appointments.
• Ensure that the counselling service information stocks and stationery supplies are kept replenished and up to date.
• Support and participate in activities relating to the profile of Student Support Services, including open day events, training sessions, briefings, and inductions for both prospective/current students and university staff as well as assisting in wider departmental activities and contributing to the development of Student Support Services.
• The post-holder may be required to undertake other duties that may reasonably be required within the nature of the job, subject to the provision that any permanent changes are incorporated into the job description.

Personal Attributes

Knowledge

• Essential: Appropriate understanding of the particular support and information needs of students in higher education and a good working knowledge of Microsoft operating systems, including Word, Outlook, Access, and Excel.
• Desirable: Working knowledge of SharePoint, MS Forms, Booking Systems, writing macros, and thorough knowledge and understanding of the requirements for the accurate production of complex data.

Skills

• Essential: Strong interpersonal and customer care skills, excellent accuracy, ability to communicate effectively, ability to manage workload and prioritize tasks, ability to work in a diverse team, ability to respond sensitively and appropriately to anxious individuals, ability to establish tracking systems, proficiency in IT skills, and ability to work confidentially.
• Desirable: Good working knowledge of issues related to student support services and proficiency in using PowerPoint and effective presentation skills.

Experience

• Essential: Significant experience of working in a support/advisory or administrative role, experience of working in a customer-focused environment, and experience of using a range of office equipment.
• Desirable: Experience of working with higher education students in a support/advisory or administrative role and experience of servicing formal meetings/committees and producing minutes.

Qualifications

• Essential: Educated to A Level standard or equivalent and GCSE English and Mathematics or equivalent.
• Desirable: NVQ Level 3 or other relevant qualifications and relevant IT proficiency.

Competencies

Essential Competencies

Team Working (Level 2)

• Contributions towards team development.

Customer Focus (Level 2)

• Works to identify customer needs, and seeks feedback.

Communicating and Influencing (Level 2)

• Active listening and effective communication.

Adaptability (Level 2)

• Responds positively to change and seeks feedback.

Desirable Competencies

Making Informed Decisions (Level 2)

• Seeks out, reviews and integrates new ways of working into role.

Organisation and Delivery (Level 2)

• Plans time taking account of organizational priorities and other colleagues' work roles to achieve results.