Mediation Service Administrator & Support Officer SPWS

Mediation Service Administrator & Support Officer SPWS NHS AfC: Band 4

Main area Occupational Health Grade NHS AfC: Band 4

Contract Fixed term: 11 months (limited funding until contract end date 31-03-2026)

Hours Part time - 18.75 hours per week

Job ref 309-UCLH-6164

Site UCLH OH & Wellbeing Department

Town London

Salary £31,944 - £34,937 Per annum inclusive of HCAS pro rata

Salary period Yearly

Closing 24/04/:59

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Job overview

Are you enthusiastic, dedicated, and hardworking with excellent administration skills and an ability to thrive in a fast-paced environment?

Do you care about supporting positive communication and conflict resolution, and would you like to be part of a service to help staff resolve workplace issues?

We are seeking a compassionate, organised and highly motivated Mediation Service Administrator to play a pivotal role in the UCLH Staff Psychology & Welfare Service (SPWS) team. We seek a person who is aiming to pursue a career in Administration or Organisational Development and who is interested in mediation and conflict resolution work.

Main duties of the job

The main responsibilities of the post:

1. Book and log mediations, conflict coaching sessions and team interventions and workshops.
2. Liaise with referrers and parties, updating relevant systems, booking rooms, sending reminders and mediation information.
3. Allocate co-mediators for sessions and track their progress, checking for conflicts of interest as soon as mediators are booked.
4. Collect and collate service feedback and evaluation data.
5. Assist with admin relating to mediator CPD and supervision sessions e.g. photocopying, tech support, checking and updating attendance records.
6. Book and record activity relating to communication skills workshops.
7. Update project tracker with information on conflict resolution and restorative projects.
8. Provide clients with necessary documentation (confidentiality agreements, mediation information, questionnaires) and log this on relevant systems.
9. Organise and plan for meetings and provide administrative support as required.
10. Ensure that all projects are accurately documented in a systematic way.
11. Ensure that procedures on the system are followed at all times and that all changes or additions are recorded quickly and accurately.
12. Carry out Mediation Service administration duties i.e. photocopying and filing, answering emails / telephone etc. as required.
13. Actively participate in team / departmental meetings.

Working for our organisation

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

Detailed job description and main responsibilities

SPWS is well-established within the Trust and the post-holder will join a friendly and diverse multi-disciplinary team of clinical and counselling psychologists, psychotherapists, counsellors, conflict coaches and mediators. This is an exciting and critically important time to work in this area, helping to support our diverse hospital workforce to cope with the impact of the pandemic as well as the ongoing nature of healthcare work in acute hospital settings.

The post holder will be joining a large supportive service with good levels of supervision and a personal development programme to help achieve further relevant training targets. The post holder will support the service and Mediation Coordinator to allocate client and training sessions and mediators, respond to queries and evaluate and audit the mediation service.

The successful candidate will hold a university degree in a subject enabling the post holder to demonstrate psychological mindedness: for example, a degree in psychology, health or social sciences. Training in some form of coaching, communication or mediation is not essential but would benefit the role. Training and support in relevant areas will be provided.

Person specification Knowledge and Qualifications

• Educated to GCSE level including maths and English, or equivalent experience and qualification.
• Excellent PC literacy including knowledge of all Microsoft Office packages.
• Ability to learn new software packages/databases as required.

Experience

• Experience in a busy office dealing with all aspects of admin work.
• Experience of complex diary management.
• Experience of booking appointments / events.
• Experience of project management.

Skills and Abilities

• Practical and well organised.
• Ability to work within a team environment and display initiative.
• Able to produce accurate and detailed work in a time-pressured environment.
• Ability to implement new process and systems.
• Ability to work unsupervised as well as part of a team and prioritise with a willingness to accept responsibility workload/meet/set deadlines.
• Flexible, adaptable and able to cope with frequent and unpredictable interruptions and shifting priorities.
• An ability to prioritise demanding workloads and work under pressure to meet strict deadlines.
• Understanding of the NHS and the challenges of implementing change.
• Able to use initiative and seek support to solve service-related problems.

Communication

• Ability to listen, impart information, and interact effectively at all levels.
• Excellent interpersonal skills and experience of communicating with a wide variety of different people.
• Evidence of excellent communication and interpersonal skills- both written and oral.

Personal and People Development

• Able to work independently, managing own workload and liaising regarding work appropriately with others.
• Able to induct new staff into the department, providing training to new colleagues.
• A strong understanding of multi-disciplinary issues and commitment to multi-disciplinary working.
• Willing to develop self & undertake in-house study/ training.
• Knowledge and understanding of the importance of equal opportunities.

Specific Requirements

• Knowledge of conflict resolution field.

At UCLH, we have a real 'One Team' ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work.

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world-class research, innovation and creativity.

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.