Residences Support Team Coordinator Job - London - South East | Office, Clerical & Administration

Job Description

The main purpose of this role is to provide administrative support to the Residences Wellbeing Manager during the onboarding summer period for the Residence Welfare Lead team. The Residences Welfare Leads (RWLs) provide a live-in pastoral, wellbeing support service to our students in Halls during the evenings, night-times and weekends, when centralised support services may be closed. In the 2024/25 academic year, we will have 42 volunteer workers in our Residence Welfare Lead team, across 13 Halls of Residences. The team is led by 6 Welfare Team Leaders. We have 24 current RWLs from the 2023/24 academic year returning for the 2024/25 year, and we are recruiting for a further 18 voluntary workers to join the team from the staff and student community at King's.

The recrutiment for the 18 additional team members should be completed by the end of June, with July being the onboarding and move in for the team. August is then the main training period, ready for the move-in of our resident students in September.

The main duties of this role will include:

Complete a handover with the Residences Welfare Volunteer Manager prior to their leaving the team on 27/6/24.

Cental point of contact for voluntary workers throughout July - September, managing queries and resolving questions.

Coordinate all voluntary worker paperwork, ensuring it is all completed and filed accurately and a comprehensive team rosta is put together to track and monitor all essential onboarding activities.

Supporting and participating with the organisation and delivery of training to the RWL team, which may include liaising with external trainers, organising training materials and delivering training content (if appropriate - experience depenedent).

Organise all necessary team ordering for posters, contact cards, team photos, emergency grabs bags and uniforms, and ensure this is all delivered to the correct people/site teams.

Ensure RWL teams site is fully up to date with relevant materials.

Support with the organisation of RWL team move-ins, including organising transport, informing sites of arrivals and departures and ensure RWLs are informed and reminded of the moving arrangements.

Ensure all site teams are informed of their RWLs for the next academic year, providing a pack of information so all sites are aware and confident of the role.

Support new Volunteer Workers to settle into their roles.

Support with any ad-hoc recruitment activities as needed such as shortlisting, interviewing, note taking and communication as needed.

Coordinate with RWL team and Resilife to plan move-in activities for the RWL team to ensure visibility.

Work with marketing to put together social media content for residents arriving to King's in September on the RWL team.

Support the Welfare Team leaders with any administrative or team-related needs.

Please note: this is not an exhaustative list.

This is a full time (35 Hours per week) Monday – Friday, with some evening and weekend work required at key points within the year. As this role oversees a team of night shift workers, a degree of flexibility in standard working hours may be required. Core working hours for the department are 10am – 4pm, with your typical shifts being 9-5pm.

Qualifications

Mental Health First Aid certificate or similar training (ideally Instructor Member with Mental Health First Aid England or similar).

Skills

Essential criteria

Excellent organisational skills and the ability to work effectively with a high volume of admin required.

Good understanding of administration, notably managing and collating team paperwork, note taking and inbox/query management.

Strong ability to adapt, be solution-focused and be flexible to a fast-paced and changeable work environment.

Experience with developing and presenting training or leading on meetings to a large team.

Experience of managing work confidentially, effectively, and sensitively and ability to maintain professional boundaries.

Evidence of emotional resilience and ability to work calmly under pressure, containing anxiety in self and others and exhibiting strong interpersonal and communication skills.

A need to interpret rules, procedures and regulations and provide advice to others on how they should be applied.

Confident IT user, including Microsoft 365 and Outlook.

Desirable criteria

Experience with supervising or managing welfare staff/workers/volunteers/students.

Knowledge and understanding of the range of issues which may affect University students e.g. debt, relationships, drug/alcohol abuse.

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Experience of administration in university or NHS context
Experience of working with research governance

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