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 SecretaryJob 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