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 September 2014 1 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 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. September 2014 2 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. September 2014 3 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 September 2014 4 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 September 2014 College Date Qualification awarded 5 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. September 2014 6 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: September 2014 Date: 7 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’. September 2014 8