Senior Programme Administrator
with primary responsibility for:
Workshops and Lectures Programme
Twice Weekly Psychodynamic Psychotherapy Programme (PDPL2)
CPD Short Courses as arranged
WPF Therapy is one of the largest organisations in the country offering counselling and psychotherapy
training. In WPF Therapy 400 - 500 clients are seen each week and 500 students undergo training in
counselling skills, counselling, psychotherapy and professional development. The Foundation for
Psychotherapy and Counselling (FPC) is the graduate body of WPF Therapy.
WPF Therapy is an organisational member of BACP, UKCP, BPC and FPC. All staff and trainees are thus
accountable to the ethical requirements of all organisations and to their complaints procedures. The
Training Department has its own Code of Practice and complaints and appeals procedures with which all
academic staff should be familiar. The WPF Therapy Ethics Committee is responsible for overseeing ethical
practice at WPF Therapy.
The TRAINING DEPARTMENT at WPF Therapy offers specialist training in once and twice weekly
psychodynamic psychotherapy, individual psychoanalytic psychotherapy, group psychotherapy and
professional development including training in supervision, Cognitive Behavioural Therapy (CBT), Dynamic
Interpersonal Therapy (DIT), Mindfulness, counselling and group work skills and enhancement of skills and
awareness through weekend workshops and lectures.
The overall orientation of WPF Therapy is psychodynamic / psychoanalytic and this is reflected in the
specialist counselling, psychotherapy, supervision and continuing professional development programmes.
The professional development courses for non-therapists are more broadly based and aim to equip people
and organisations with the skills necessary for functioning in a wide variety of situations. However, all staff
need to be in sympathy with the psychodynamic approach.
A team of 3 Programme Administrators and the Office Manager undertake all administration associated
with promotion, enrolment, course administration and liaising with students and trainees. The team also
works closely with the 5 Programme Managers and the Selection Manager.
PRIMARY RESPONSIBLITIES FOR THIS POST
WORKSHOPS AND LECTURES
WPF Therapy offers a programme of approximately 50 workshops and lectures throughout the year (some
year on year variation). The majority of these take place at the weekend and are intended to augment and
complement counselling and psychotherapy training and practice.
PSYCHODYNAMIC PSYCHOTHRAPY PROGRAMME (PDPL2)
This programme is open to counsellors and psychotherapists who have successfully completed an
accredited counselling or psychotherapy course equipping them to practice once weekly, and who wish to
extend their skills and competencies to enable them to see clients twice weekly. Most participants enrolled
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on this programme have completed their training with WPF Therapy, although there is an APEL
(Accreditation of Prior Experience and Learning) procedure in place for external applicants.
CPD SHORT COURSES
In addition to the longer training courses for individual work and one or two day workshops and lectures
WPF Therapy offers longer continuing professional development courses that focus on specific areas of
topical interest or professional competence. These courses are adapted and developed according to clinical
relevance.
JOB DESCRIPTION
OVERALL PURPOSE
The Programme Administrator is responsible for the administrative work connected with a number of
designated training programmes as required, and provides administrative support to the Programme
Managers responsible for those programmes.
The primary focus of the role is as Programme Administrator for a designated range of courses and
workshops, but being a member of the Training Department Administrative Team involves additional
shared responsibilities. Furthermore, from time to time team members take additional roles in relation to
other courses of the training programme; these ancillary responsibilities are subject to review in relation to
such variables as workload, job satisfaction etc. It is relevant to note that the Programme Managers for
this Administrator are employed on a part-time basis so there will be times when the Programme
Administrator will be the first contact for those enrolled or teaching on the courses.
MAIN DUTIES
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Being the first point of contact for prospective applicants over the telephone, via email and in
person.
To deal with all enquiries in a professional and sensitive manner and to make sure tasks arising
from all enquiries and requests are dealt with effectively, either autonomously or in liaison with your
Line Manager or an appropriate colleague.
Producing promotional and informational material in consultation with the Programme Manager(s)
using Microsoft Publisher.
Liaising with trainers and workshop leaders to produce and finalise publicity material using
communication skills and Microsoft Publisher.
Assisting the relevant Programme Manager(s) with the selection processes, and administration of
designated courses. This can variously involve processing applications, arranging interviews,
dealing with all correspondence related to student interviews, sending offer letters, issuing
enrolment documents, maintaining a diary of all pertinent requirements and deadlines for
designated courses, monitoring on-going course attendance – including preparing registers and
arranging tutorials.
Maintaining up-to-date records and producing statistics. This information is used for monitoring,
assessment and accurate data collection and dissemination.
Maintaining and filing all the student and course records using both the bespoke WPF Therapy
database programme and manual systems, with particular regard to issues of confidentiality.
Assisting the Programme Manager(s) in co-ordinating any training related matters such as trainee
attendance lists, organising rooms, staff timetables and managing the training environment.
Liaising with the librarian and seminar leaders re: reading lists and seminar papers to ensure their
availability, both on the Softlink Library System and in paper form.
Assisting the Programme Manager(s) at staff meetings and plenaries, as required.
Minuting meetings as required.
Facilitating communication between staff and students.
Producing and overseeing the issuing of certificates and diplomas.
Regular consultation with Programme Manager(s) and the Training Office Manager.
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Maintaining records of required reading for the organisational Copyright Licence Return.
Attending Open Days and/or Evenings if required (usually five per year).
Willingness to cover and assist other team members as and when required.
Sharing responsibility with, and liaising effectively with other administrators for general office
procedures including post, mail outs, answering telephone queries etc.
Any other administrative duties or course administration as required by the organisation as
instructed by the line manager or senor staff.
PERSON SPECIFICATION
Qualifications
 Ideally ECDL or Intermediate, or higher level, IT skills (all Microsoft Office packages).
 Ideally the ability to use, or willingness to learn to use Microsoft Publisher.
 Access Advanced Databases, or ability (and willingness) to achieve this within 12 months from
appointment.
 Ideally A-levels.
Experience
 Ideally 1+ years of experience in office administration.
 Ideally an understanding of the mental health sector, counselling and psychotherapy in particular.
 Experience in an educational or academic institution is an advantage.
Skills
 Excellent organisational skills including ability to handle complex information relating to trainees,
staff, timetables and rooms.
 Excellent office administration skill, including maintaining accurate information on manual and
electronic databases.
 Willingness and ability to use basic design skills in the production of publicity material.
 Excellent written and verbal communication skills.
 Excellent inter-personal skills.
 Ability to work pro-actively and under own initiative with minimal supervision.
 Ability and willingness to work to set standards.
 Ability and willingness to work in a team.
 Ability to work calmly under pressure.
 Ability to prioritise in the face of conflicting demands.
 Ability and willingness to communicate effectively.
 Ability to take minutes.
Attitude
 Self-motivated and enthusiastic.
 Commitment to providing outstanding customer service.
 Commitment to working to high professional standards.
 Awareness of students’ and trainees’ diversity, special needs and sensitive circumstances.
 Focused on outcomes and effectiveness.
 Interest in continuing professional development.
 Commitment to further developing any personal IT skills.
 Flexibility with regards to undertaking tasks, time, working hours and working days, which will help
ensure a high level of customer service.
 Willingness to work flexibly and make changes so that the service can meet the changing need of
clients and staff.
 Sensitivity to the charitable aims of WPF Therapy.
 A mature and positive attitude to work and colleagues.
 Commitment to maintaining confidentiality at all levels.
 Interest in developing IT systems within the services, such as databases.
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Equal Opportunities
WPF Therapy is committed to equality of opportunity. All staff must support this and, contribute to the
development of this aim.
REMUNERATION
£21,335.00 per annum, pro rata.
Remuneration for 28 hours calculates to 28/35 x £20,000 = 17,068 pa actual salary
Weekly Work Hours:
28 hours per week worked over 4 or 5 days between the core office hours of 8am and 6pm, with the
occasional evening attendance. Hours to include Saturday 9 – 12, remainder negotiable.
APPLICATION PROCEDURE
Applicants are asked to submit:
1. an up-to-date curriculum vitae
2. a completed application form
3. a covering letter explaining why you wish to apply for this post and demonstrating how you fulfil
the criteria on the Job Description and Person Specification
4. the names of TWO professional referees, one being the current employer.
Please send applications for the attention of:
Human Resources
WPF Therapy
23 Magdalen Street
London
SE1 2EN
Email: humanresources@wpf.org.uk
Or tel: 020 7378 2032
www.wpf.org.uk
CLOSING DATE:
Friday, 26 September 2014
INTERVIEW DATE(S):
To be confirmed
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Office use only
Application
Reference:
Confidential Application for Employment
This section of the application form is for your personal information and is not provided to the
shortlisting panel.
Post applied for:
Title: Mr/Mrs/Miss/Ms/Dr/Other (please state):
Address:
Forename(s):
Surname:
Telephone (mobile):
Postcode:
Telephone (home):
Email:
Do you hold a Current Driving Licence?
YES / NO (delete as appropriate)
List any penalty points:
«references page»
Please provide any dates or times when you would not be available for an interview
Right to work in the UK
Are there any restrictions upon your residence in the UK which may affect your right to take up
employment in the UK?
Yes
No
If yes, please provide details:
«equal opportunities page»
Section B
This section of the application form is provided to the interview panel and used to shortlist your
application.
Education & Training
Qualifications Gained
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College
Date Qualification
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Employment History
Employer Name
Employer Address
Date and End Dates:
Job Title and Description of Duties:
Final Rate of Pay
Reason for Leaving
Information in support of your application
Please specify how you meet the job specification and also include any skills and experience
you have acquired that can support this application.
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References
Please give the names and addresses of two people to whom we can apply for a reference.
One of these should be your previous employer. Is it acceptable for WPF Therapy to contact
these referees before offering you the position?
YES / NO (delete as appropriate)
Name
Name
Position
Position
Address
Address
If we offered you the position, what is the earliest date you could you start work for us?
Criminal Record
Please list any criminal convictions except those ‘spent’ under the Rehabilitation of Offenders
Act 1974.
If none state ‘none’.
Please note that if you are invited to interview you will be required to produce documentary
proof of your entitlement to work in the UK. You will also be required to produce original
certificates (not photocopies) for any qualifications you claim to hold.
Declaration
I confirm that the information provided on this application form is accurate and correct. I
understand that any untrue or misleading information will give my employer the right to
terminate any employment contract offered to me. I consent to my details being processed and
stored in respect of job vacancies.
Print name:
Signed:
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Application Forms – Guidance Notes
Please read the following notes to help you fill in the form correctly:-
Personal Details:
Make sure that your name, address and telephone number are written in full and easy to read.
Driving Licence, Penalty Points:
Let us know if you hold a current driving licence and also if there are any current penalty points.
Position Applied for:
The full job title of the post you are interested in should be completed.
Education & Training:
List your formal qualifications, including grades where appropriate, where they were obtained and when
they were awarded. This information may be necessary for us to assess whether you are fully qualified
for the vacancy. Please make sure nothing has been omitted.
Employment History:
Starting with your current employer, list all the employers you have worked for, providing the job title,
your grade and rates of pay, start and leaving dates and the reason you left. This information may be
used to assess whether you meet the experience requirement for the vacancy.
Information in support of your application:
This section is probably the most important part of your application, as you have to make your case here
for selection. Make sure you complete this in a concise, well organised and positive way. Do not repeat
your career history - refer only to the relevant parts.
In considering your experience, remember all your previous work. Consider other relevant experience
outside work, such as any community, voluntary or leisure activity you have been involved in.
Remember that unpaid work or work at home is often just as valuable as being in a paid job.
Let us know any relevant views on the requirements specified in the job description and person
specification in support of your application.
References:
Please give details of two referees including your current or most recent employer. NB: References will
be taken up prior to interview unless otherwise requested.
When could you start work
for us:
Indicate the earliest date on which you could start work for us if the job is offered to you.
Criminal Record:
Employers are required to check the criminal background of those employees whose jobs give them
access to children or other vulnerable members of society. Decisions to appoint will be subject to
consideration of a disclosure from the Disclosure and Barring Service check.
If the post for which you are applying requires a Disclosure and Barring Service check, you must provide
information about ALL convictions, as the post is automatically exempt from the Rehabilitation of
Offenders Act 1974 and rules relating to ‘spent’ convictions do not apply.
If the post for which you are applying does not require a Disclosure and Barring Service check, you are
still required to answer this question but you do NOT need to disclose convictions which under the
Rehabilitation of Offenders Act 1974 are considered as ‘spent’.
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