The Guild of Psychotherapists

ADMINISTRATIVE SECRETARY

FULL TIME (35 hours/5 days per week)

JOB DESCRIPTION
Job title
/
Administrative Secretary
Responsible to
/ The Senior Administrator and Hon Secretary
Job purpose
/
To provide a secretarial service to the Senior Administrator and the Hon Secretary and a general administrative service to the Guild. Part of this work will be to administratively support the Training Committee and the Low Fee Clinic
Hours of work
/
35 hour per week excluding 1 hour for lunch. Occasional attendance will be necessary outside office hours and will be recompensed by time off in lieu
Annual leave
/
20 days per annum plus Christmas – New Year period and public holidays
Contract
/
Permanent post subject to six month probationary period

detailed tasks

Provide administrative and secretarial support to the following Guild committees and activities:
General / §  Maintain efficient day to day running of the office
§  Handle enquiries by telephone, correspondence and e-mail and refer to the Senior Administrator as necessary
§  Order office stationery and housekeeping supplies as required
§  Maintain room booking system in Outlook (including printing weekly schedule). Print weekly booking schedules for display on office notice board
§  Update members’ contact details in Outlook and in Access database as required
§  Update distribution lists in Outlook as required
§  In conjunction with the Chair of the Guild circulate by e-mail (and hard copy where required) monthly newsletter to the membership
§  In conjunction with the Honorary Secretary and bulletin co-ordinator circulate bi-weekly bulletin to the membership
§  Maintain, print and circulate (annually) Members’ Contact List
§  Filing & archiving as required
Low Fee Clinic / §  Receive calls and update waiting list
§  Clinic Committee meetings (fortnightly) in conjunction with the Clinic Co-ordinator:
o  Prepare documents (Agenda, Minutes, Waiting List)
o  Take minutes and distribute to CC
§  Set up appointments (assessments and therapy) as requested
§  Create and maintain patient files (paper and electronic)
§  Assist Clinic Co-ordinator with general administration of the Clinic and in the production of year end reports
Psychoanalytic Training / §  Respond to initial enquiries with enquiry pack
§  In conjunction with Admissions Secretary and Senior Administrator maintain and update enquiry pack
§  Collate, scan and send on applications to Admissions Secretary
§  Maintain applicants’ files (paper and electronic)
§  Collate and distribute reading lists and other material to trainees
§  Prepare, collate and send out completed feedback forms to seminar leaders
§  Training Committee meetings (three times per year):
o  Prepare documents (Agenda and Minutes) in conjunction with the Chair and Secretary of the Training Committee, and circulate other papers as appropriate
o  Take minutes and distribute to Training Committee
§  Reading-in: send invites and papers
Supervision Course / §  Respond to initial enquiries
§  Process applications for course as directed by Course Leader
§  Collating and send out reading lists and material to students
§  Liaise with Course Leader to update course material: Handbook, Syllabus, etc.
§  Internal and external advertising (by email)
§  Advertise for Supervisees and process applications
§  Prepare, collate and send out feedback forms as requested by the Course Leader
Finance / §  Make weekly bank lodgements and maintain cash receipt records for primary Guild and Clinic current accounts
§  Prepare invoices for room bookings on a regular basis
Events – External Relations Committee (ERC) / §  Liaise with (ERC) for internal and external promotion/advertising of Guild events
§  Process bookings for events and record cash receipts, issue receipts as requested
§  Maintain the external mailing list
Events - Summer and Winter Conferences / §  Liaise with conference organisers to promote (internally) and support organisation of Guild conferences
§  Process bookings for conferences and record cash receipts, etc. as required
COMPETENCIES
Attribute / Essential / Desirable
·  Copy typing to a high degree of accuracy (60 wpm) / Yes
·  Familiarity with Microsoft applications: in particular Outlook, Word, Excel and Access / Yes
·  Excellent organisational skills for office administration / Yes
·  Experience of and ability to take accurate, concise and detailed minutes of meetings / Yes
·  Very good standard of written and spoken English / Yes
·  Excellent eye for detail in all aspects of work / Yes
·  Excellent personal skills, both face to face and on telephone / Yes
·  Supportive and co-operative nature / Yes
·  Numerate and familiar with financial management procedures / Yes
·  Good standard of education / GCSE or equivalent / A level plus
·  Ability to work without supervision / Yes
·  Familiarity with Desktop Publishing and input to Website / Yes