The purpose of the post is to provide a high level of administrative support to the Office and Operations Manager to ensure the smooth running of Severnside Institute of Psychotherapy (SIP). This post has a public facing role in assisting the Office and Operations Manager to support SIP’s Membership and Executive as well as assisting in the running and maintenance of the 11, Orchard Street building facility, and the daily use of its therapy rooms by, SIP Members and other accredited therapists, as well as its training department.

11, Orchard Street – Building Administration Responsibilities:

• Ensure the smooth day-to-day running of 11, Orchard Street and work co-operatively with all organisations and individuals who use the building
• Respond to straightforward user/potential user queries, referring more complex queries on to the Office and Operations Manager
• Maintain and administer the room user booking system
• In person with therapy room users, ensuring all usage meets booking conditions; remove any which do not; and email room users to advise, and to action cancellations in line with cancellation terms  
• Provide in-person building inductions to new room users, outlining the organisation’s fire safety, emergency evacuation, health and safety, and room bookings policies.
• Check domestic items – milk, tea, coffee, soap, toilet roll, etc and restock if necessary; replace hand and tea towels with clean items and administering laundry
• Administer and oversee routine maintenance (e.g. cleaning), services (phone, electric, gas etc.) and to advise the Office and Operations Manager of maintenance tasks as necessary 
• Assist weekly and monthly fire safety and health and safety checks at a regular time when building is not in use, and advise the Office and Operations Manager of any issue for maintenance or servicing that arise
• Provide building access to contractors when necessary, including by working flexibly on an occasional basis 

SIP Membership Responsibilities:

• Assist in responding to and processing new membership enquiries (via membership mailbox)
• Assist in maintaining up-to-date SIP membership records using CRM
• Administer changes in status of existing members and the annual membership renewal process; keep members up-to-date regarding claims, fees and expenses
• Assist in assembling and distributing the monthly Membership Email Newsletter and other updates to the membership 
• Assist in producing reports on membership activities for the bi-monthly Executive Committee meetings
• In collaboration with the Finance Manager and Training Administrator, maintain SIP’s organisational registrations to the British Psychoanalytic Council, PEP-Web and various journals
• Consultation and Referral Service and Orchard Therapy Responsibilities:
• Assist the day-to-day running of SIP’s Consultation & Referral Service (CRS), including monitoring the CRS mailbox, the processing of referral requests and referrals for initial consultations, and recording enquiry outcomes from Area Representatives’
• Assist with CRS referrals fee invoicing
• Provide administrative support for the Orchard Therapy service, during certain points in the year

General Administration Responsibilities:

• Process and distribute telephone and email enquiries, including occasional enquiries for psychotherapy referrals
• Process and distribute post
• Attend meetings as required, and provide administrative support (including minute-taking) as requested by the Office and Operations Manager and assist in supporting the setting up and running of the Annual General Meeting
• Maintain, update, store and dispose of documents, records, databases, systems (including shared online documents) and follow security measures as required
• Assist with the development of new administrative systems as required
• Assist the production, maintenance and distribution of publicity materials (including the website and social media
• Maintain publicity databases on Mailchimp and Insightly
• Update information on SIP’s website using Wordpress
• Use and update the organisation’s social media feeds including Facebook and Twitter 
• Support event management by booking rooms and assist with arrangements for external events
• Support event management by setting up online events
• Support event management by managing ticket sales via Eventbrite
• Order & maintain building, stationery and office supplies, report any problems with IT systems and office equipment
• Work within the ethos and requirements of SIP’s Rules and Byelaws and key policy documents (such as Safeguarding and GDPR)
• Other duties as arise from time to time and are commensurate with the post

PERSON SPECIFICATION:

This post requires someone who is reliable, organised, conscientious and who knows how to prioritise tasks.

Skills and Experience - Essential:

• Proven experience of administrative duties within an organisation
• Excellent communication skills – written and verbal
• Experience of handling public enquiries
• Experience of working in a team and being line managed
• Ability to work on own initiative
• Excellent time management and proven ability to prioritise work and meet deadlines
• Versatility and ability to multitask
• Excellent working Knowledge of Microsoft Office 365 suite and overall confidence with technology and software
• Understanding of confidentiality and data protection issues
• An understanding of and empathy with SIP’s mission, aims and values, and an ability to work within SIP Objectives
• Ability to be flexible for very occasional additional ad hoc hours (including occasional weekend hours)

Skills and Experience - Desirable:

• Experience with CRM databases
• Experience of HTML and website management with Wordpress
• Experience of managing social media channels
• Experience of working in the charity sector