Job Description
Job title:
Department/School:
Grade:
Location:
Programme Manager
Department of Psychology, Faculty of Humanities and Social
Sciences
7
Graduate School
Job purpose
Doctoral training in Clinical Psychology is a prestige Higher Education programme for which
admission is highly competitive. The University has been commissioned by the West of
England Local Education and Training Board to provide a high quality training programme,
accredited by the appropriate professional bodies, and developed in consultation with
regional service providers in the NHS as external trainers, placement providers and
supervisors. This contract (currently for 17 students per year, totalling 51 at full strength)
has been awarded on a five-year rolling basis conditional on the University’s performance
as education and training provider, the programme’s retention of appropriate accreditation
by the Health and Care Professions Council (HCPC) and British Psychological Society
(BPS). The students are classified as Postgraduate (Research). However, there is a
complex scheme of assessments across the programme units, and the postholder is
required to ensure that these assessments are in place in a timely way.
The programme took its first intake of students, normally called trainees, in September 2011
and at annual intervals thereafter. As a three year course this means it will have completed
its first cycle of training by the end of September 2014. The programme has been developed
in close collaboration with clinical psychology service leads in the NHS Trusts and NHS
commissioned providers that provide services in our designated region. These local service
providers are critical to the success of the programme and development of trainees who
become the future regional workforce in clinical psychology, and we closely liaise with them.
The programme manager has a fundamental role to the success of this programme, both in
terms of its continued development and refinement and its long-term maintenance that
includes professional accreditation, sustaining and supporting relationships with regional
stakeholders and in ensuring the University’s compliance with the terms of the contract with
the West of England Local Education and Training Board.
Trainees are full-time employees of the NHS, so there are complex arrangements that need
to be established, and implemented, in relation to placements, service provision and
professional responsibilities. The programme manager is responsible for ensuring that these
arrangements remain current in collaboration with the programme team who are designated
line managers for trainees.
The post holder will have responsibility for liaising with all stakeholders and managing the
experience of trainees/students who will divide their time between academic activity,
research and clinical training. Stakeholders include the Local Education and Training Board,
the NHS Trusts which provide clinical psychology services across the Avon and Wiltshire
and Gloucester regions and the professional bodies; Health Care Professions Council and
British Psychological Society. An essential aspect of the role will be to ensure close working
between course staff and supervisors/departments. The provision of continuing professional
development for NHS personnel who are employed as clinical supervisors, research
supervisors, mentors, academic teachers and personal tutors is key to the development of
the programme and the associated regional clinical psychology/applied science research
centre.
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Job purpose
Thus in addition to the complex demands of the programme the post holder will work with
the course team to provide a comprehensive service for Continuing Professional
Develoment (CPD) and training necessary to satisfy the Quality Assurance (QA)
requirements of both the accreditation bodies and the University. All these activities will
require the postholder to operate at a high level of autonomy when dealing with a range of
stakeholders across the region and within the University.
Source and nature of management provided
Graduate School Manager with advice and guidance (on programme specific and academic
matters) from the Programme Director, Clinical Psychology Programme and (on
management & administrative matters) from the Director of Administration
Staff management responsibility
The line management of the Clinical Psychology administrative team, editorial assistant and
Avon & Wiltshire Mental Health Partnership (AWP)/University clinic linked administrative
staff.
Special conditions
You will from time to time be required to undertake other duties of a similar nature as
reasonably required by your line manager and the Programme Director. These may include
assisting in the facilitation of CPD activities. This will form part of your substantive role and
you will not receive additional payment for these activities
Main duties and responsibilities
The postholder will manage the development and running of the complex training
programme, anxiety and related problems clinic and Research Centre in clinical psychology.
In addition they will be responsible for supporting the programme director and ensuring
appropriate support for the academic staff team. Consequently the postholder will be
required to exercise unusually high levels of initiative in directing, implementing and
managing major aspects of this continually evolving programme.
The postholder is also the central link to the many important stakeholders who are essential
for the provision of the clinical experiences that comprise 50% of the required training and
the line management of trainees as NHS employees.
The postholder will manage the Clinical Psychology Research and Training Centre in ways
which ensure the proper structures and liaisons are in place and fit for purpose. More
specifically, maintain and where appropriate design and implement appropriate systems to
ensure smooth running of the management of all administrative, academic and research
processes for the Bath Clinical Psychology Doctoral Programme, including admissions,
training in the University, placements, assessments, evaluation of the programme and
student welfare. To use specific technical knowledge to develop and maintain these
systems to ensure high quality information and data is readily available to all stakeholders.
To participate in and liaise with the various Joint University- regional committees related to
the Clinical Psychology Programme to ensure awareness, knowledge and proper
governance of overall course structure, development and operation. To take a lead on all
management and administrative aspects of the development of a Clinical Psychology
Training and Research Centre incorporating technical skills and prior knowledge of the field
in general, research and research protocols, including close working with the Programme
Directors in order to ensure the highest quality of service and identifying opportunities for
service improvements and new developments.
1
Project Management
i To work with the Programme Director to project manage the further development of
the Doctoral training programme in clinical psychology and its associated CPD
programmes.
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Main duties and responsibilities
ii To be responsible for developing, and managing the implementation of, a
programme development and delivery schedule in consultation with the
Programme, Academic, Research and Clinical Directors, the programme
committee, clinical service leads and administrative and support staff.
iii To participate in formulating, and be responsible for the implementation of
management decisions in the context of the clinical psychology programme and its
associated research and clinical units.
2
External liaison
i To coordinate relationships with, and be a first point of contact for, all external NHS
stakeholders, accrediting professional bodies and commissioning authorities.
ii Represent the Department and University regionally and nationally regarding its
procedures and best administrative practice, for clinical psychology training
courses.
iii Liaison with external agencies (including professional regulatory bodies) and NHS
stakeholders in relation to student placement arrangements.
iv Be responsible for liaison with Taunton NHS Trust, who nominally hold the NHS
contracts for trainees, in respect of matters affecting trainees in relation to their
academic studies, clinical placements and terms of employment.
3
Programme development
i Manage the production of new learning components using a variety of media.
ii Manage the test and evaluation process amongst stakeholders to ensure a high
quality and professional programme is delivered to trainees.
iii Liaise with e-learning developers, the Learning and Teaching Enhancement Office
and teaching, research and clinical staff to ensure effective provision of e-learning
resources and support for students using the Moodle VLE. Implement decisions of
the Programme Team in relation to the provision of e-learning for the clinical
psychology programme, for the support of dispersed clinical supervisors and
mentors and for associated CPD programmes.
iv Be the lead person for initiating, developing and organising and co-ordinating
training events for supervisors and other clinicians as appropriate.
4
Operational programme management
i Provide high-level support and a regulatory role for the Clinical Psychology Doctoral
Programme, ensuring the implementation of Departmental, University and
Professional regulations and policies. This includes but is not confined to the
external and internal accreditation processes and university examination
requirements and QA processes.
ii Identify the need for and initiate such custom built systems that are necessary to
conform with stakeholders’ requirements and ensure that these effectively integrate
with Faculty, Departmental and University systems and personnel, including those
relating to selection and admissions, student support, placements, student records,
Examination Boards, HR issues for trainees, teaching and study space. Develop
and maintain such systems in line with the specific needs of the course and its
many stakeholders and integrated with University systems.
iii Take a lead on identifying the need for and the production of all statistics, financial
reports, teaching, clinical and technical information as required for external (e.g.
British Psychological Society, HCPC, LETB) and internal accreditation and quality
control of the Clinical Psychology Doctoral Programme. Create and maintain
effective systems to address these needs. In addition, identifying gaps in these
reports and correcting any deviation from requirements.
iv Participate in unit and programme evaluation processes and disseminate outcomes
to the Directors, Programme Committees and external parties as appropriate.
v Take a lead on organising the timely production and dissemination of timetables
and schedules for teaching, study periods and placements, meetings and
coursework deadlines including notifying trainees, trainers, external and internal
staff.
vi Ensure that external teachers have the appropriate arrangements in place to allow
expenses and payments to be provided.
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Main duties and responsibilities
vii Develop and manage the implementation of suitable Induction programmes for
trainees, clinical supervisors, clinical tutors and personal support tutors.
viii Responsibility for the development and delivery of an efficient administrative
process for student assessment, covering the academic, clinical and research
components. Organising of vivas involving arrangements for multiple external
examiners, service users, and clinicians. Organisation of Unit and Programme
Boards of Examiners.
ix Be responsible for the integration of student information with the SAMIS system as
appropriate and required. Propose mechanisms, and work with the Faculty and
SAMIS teams, to accommodate the special and different needs associated with a
clinical psychology programme.
x Liaison with university departments including Registry regarding academic
regulations, assessment requirements and exam board procedures.
xi Acting as Secretary to major committees (see attached organisation chart) directly
connected to the work of the programme and the centre and ensuring appropriate
arrangements for all committees. Ensuring the accuracy of minutes and other
recording and the appropriate follow through actions. Ensuring that the internal
programme committee structure communicates appropriately with both university
and regional NHS committees as appropriate.
xii Liaison with University and Faculty officers in relation to staff recruitment.
5
Selection and Admission
i Implement, and maintain, the processes for selection, recruitment and admission to
the programme. Ensure that all stages have appropriate involvement of clinical
stakeholders, organisational stakeholders, service users and external assessors.
Work closely with Registry to consider all matters relating to recruitment and
admission of trainees, including setting up interview panels in liaison with
stakeholders, overseeing production of acceptance letters and liaising with
applicants. Coordinating a complex admissions process with up to 800 candidates
competing for 17 places annually
ii To work closely with the national Clearing House for clinical psychology
admissions.
iii Ensure the smooth running of marketing activities including the programme open
day and associated on-line activity
iv Liaison with the University Registry, Faculty Office, University Computer Service
(BUCS) and the Learning and Teaching Enhancement Office (LTEO) to ensure the
information systems to support student enrolment and registration processes are
appropriate for clinical psychology programme.
v Liaise with University, Faculty and Clearing House web teams to ensure a
comprehensive web presence for both the clinical psychology programme and the
research centre including information for researchers, health service clinicians,
service users and university staff and students.
6
Finance
i Responsible for day-to-day management of the programme operating budget that
includes a significant component related to the use of external speakers/ tutors and
assessors. Liaison with appropriate Faculty and central staff in relation to
contracts, payments, etc.
ii Take an active role in income generation efforts from a wide range of sources.
iii Provide information and collate data on a regular and timely basis to contribute to
writing annual reports, including financial, progression and forecasting information
necessary for the Strategic Annual Review of the contract with the LETB. This will
include direct liaison with the LETB and regional trusts.
iv Liaise with the existing systems to ensure fast and efficient processing of invoices,
expenses and other claims. Act as a first point of contact for financial queries for
any of the programme stakeholders. Develop effective working relations with
finance offices within academic and clinical organisations to ensure course
activities are carried out accurately and efficiently.
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Main duties and responsibilities
7
Governance and statutory responsibilities
i
Ensure compliance under data protection, freedom of information and associated
legislation. Develop and maintain systems of dealing with highly confidential clinical
information in order to meet the stringent security requirements of NHS IT systems.
ii Manage the application and validation process for the Disclosure and Barring
Service for all trainees, and for Honorary Contracts, research and development
permissions and ethical approvals as required by NHS organisations.
8
Other
i Day-to-day line management of administrative staff associated with the programme,
including delegation and oversight of above activities as appropriate.
ii Developing a strong and supportive team environment for other administrative and
academic staff and providing support for the course director in conjunction with
these team members.
This is not intended as an exhaustive list of duties or a restrictive definition of the post but
rather should be read as a guide to the main priorities and typical areas of activity of the
post-holder. These activities are subject to change over time as priorities and requirements
evolve and as such it may be amended at any time by the line manager following discussion
with the post holder.
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Person Specification
Criteria: Experience/Knowledge
Knowledge of postgraduate administration including an up-todate knowledge of new technology and its application to
improve administrative efficiency and efficacy
Significant experience of administering programmes and
working collaboratively with academics in programme
development
Significant experience of managing and developing a
professional / administrative team in a complex work area in
a university or similar organisation
Knowledge of the NHS education, training and research
structures, systems and commissioning arrangements
Knowledge and experience of clinical psychology training
programmes or similar professional training
Knowledge of NHS research governance arrangements and
their requirements upon students and other researchers
Evidence of effective team working, engaging, mentoring and
motivating others
Experience of developing and implementing systems and
processes
Experience of working in a multicultural environment
Knowledge of the political context of HE and future changes
Excellent knowledge and application of standard Microsoft IT
packages and relational databases including web-based
management information systems, web authoring and virtual
learning environments
Proficient user of university systems (SAMIS, Business
Objects, Moodle)
High level of literacy and ability to draft correspondence,
reports, papers, briefing notes and service senior committees
and / or Board meetings
Proven experience of realising goals which cut across
organisational boundaries
Evidence of working within specific frameworks e.g. Quality
Assurance compliance
Criteria: Skills
To be able to utilise expert knowledge of postgraduate
administration and act as the Faculty’s specialist / expert in
relation to this function. Able to advise and facilitate senior
staff to achieve best practice in postgraduate administration
Highly developed communication, interpersonal and
influencing skills – able to communicate, advise, facilitate
and influence staff effectively and professionally at all
levels including the most senior staff and external
stakeholders, such as partner organisations
Excellent written and oral communication skills including
report writing
Excellent organisational and project management skills,
with the ability to multi-task and manage a heavy and
varied workload
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Essential
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Desirable
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Essential
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Desirable
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Criteria: Skills
Ability to lead, motivate and develop a team through
change
Ability to inspire confidence in a supportive role for
individuals who may be experiencing uncertainty or
distress, whilst recognising limitations
Ability to think strategically and develop and implement
policy
Ability to analyse and present complex data combined with
effective decision-making skills
Able to design, analyse and revise processes to deliver
services in the most efficient way and meet changing
requirements, balancing the needs of individual
departments with efficiency benefits of aggregation and
standardisation
Cultural sensitivity & awareness to deal appropriately at all
times with international organisations & individuals
Commitment to safe working practices. Commitment to
working within professional and ethical codes of conduct
Essential
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Criteria: Professional Qualifications
Project Management Training (for example PRINCE 2)
Essential
Desirable
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Criteria: Academic Qualifications
Education to degree level or equivalent
Postgraduate degree or professional qualification in a
relevant management- related discipline
Essential
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Desirable
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Effective Behaviours Framework
The University has identified a set of effective behaviours which we value and have found
to be consistent with high performance across the organisation. Part of the selection
process for this post will be to assess whether candidates have demonstrably exhibited
these behaviours previously.
Managing self and personal skills:
Willing and able to assess and apply own skills, abilities and experience. Being aware of
own behaviour and how it impacts on others.
Delivering excellent service:
Providing the best quality service to all students and staff and to external customers e.g.
clients, suppliers. Building genuine and open long-term relationships in order to drive up
service standards.
Finding innovative solutions:
Taking a holistic view and working enthusiastically and with creativity to analyse problems
and develop innovative and workable solutions. Identifying opportunities for innovation.
Embracing change:
Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an
opportunity and being receptive to new ideas.
Using resources:
Making effective use of available resources including people, information, networks and
budgets. Being aware of the financial and commercial aspects of the University.
Engaging with the big picture:
Seeing the work that you do in the context of the bigger picture e.g. in the context of what
the University/other departments are striving to achieve and taking a long-term view.
Communicating vision clearly and enthusiastically to inspire and motivate others.
Developing self and others:
Showing commitment to own development and supporting and encouraging others to
develop their knowledge, skills and behaviours to enable them to reach their full potential
for the wider benefit of the University.
Working with people:
Working co-operatively with others in order to achieve objectives. Demonstrating a
commitment to diversity and applying a wider range of interpersonal skills.
Achieving results:
Planning and organising workloads to ensure that deadlines are met within resource
constraints. Consistently meeting objectives and success criteria.
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DOCTORATE IN CLINICAL PSYCHOLOGY
Clinical Psychology Programme
Committee
Chair: Professor Salkovskis,
Programme Director
Deputy Chair: Deputy Programme Director
Curriculum
Committee
Chair:
Academic
Director
Deputy chair:
Clinical
Director
Human Resources
Clinical
practice &
placement
committee
Clinical
psychology
research
committee
Clinical
psychology
admissions
committee
Chair:
Clinical
Director
Chair:
Programme
Director
Chair:
Admissions
Tutor
Deputy chair:
Regional
Nominee
Deputy chair:
Academic
Director
Deputy chair:
Academic
Director
Page 9
Programme module exam
boards as required
08/02/2016
Clinical Psychology
Programme Executive
Group
Chair: Programme Director
Deputy Chair: Deputy Programme
Director
Clinical
psychology
staff-student
liaison
committee
Clinical
psychology
course
processes
committee
Chair:
Student
nominee
Chair:
Programme
manager
Deputy Chair:
Student
nominee
Deputy chair:
Director
representative