Referrals Coordinator

Purpose of role

To manage the annual programme of the PPA psychoanalytic psychotherapy qualifying training and the Advanced Clinical Course. To promote and grow the trainings. To manage the budget and collect and report on performance management data. To track all trainees’ progress, to ensure the smooth running of all elements of the teaching provision and to liaise and work in collaboration with the PPA training committee (TC), curriculum committee (CC), selection committee (SC) and post graduate committee (PGC).

Accountable to

The post will be line managed by the office manager will be accountable to and work in close collaboration with the committees of the PPA.

Key responsibilities

1) To oversee and manage the delivery of the annual programme of the PPA trainings in collaboration with the TC and PGC.

a) Booking clinical, theory and group seminar leaders in collaboration with TC and PGC.

b) In liaison with the Director of Marketing, Communications and Engagement place adverts for supervisors, teachers, and group leaders as appropriate.

c) Ensure that trainees and TC have an up-to-date list of Training Analysts, Training Supervisors and Approved Therapists

d) Room booking for all aspects of the programme.

e) Annual review, update and production of handbooks and all written materials for course.

f) Collaboration with the library to track reading list production.

g) To be the first point of contact in cases of emergency.

h) To collect, collate and report on trainee feedback.

2) To oversee the annual trainee selection for the trainings.

a) To be the first point of contact for potential applicants, giving out appropriate information about the trainings and passing appropriate inquiries onto the training advisors.

b) To liaise with interviewers and arrange trainee selection interviews.

c) To attend selection week/day process.

d) Collate information on the number of applicants and successful candidates and report to TC.

3) To support the TC in the monitoring and management of trainees’ progress throughout their training.

a) To record which tutors have been assigned to trainees in collaboration with training committee.

b) To receive monthly updates from training tutors, collate and report to TC as required.

c) To manage collection and evaluation of all feedback from trainees and seminar leaders and send as appropriate to the training committee.

d) To find readers and markers for final clinical papers and arrange dates for reading ins.

4) To promote and grow the trainings.

a) In collaboration with the Director of Marketing, Comms & Engagement to develop and implement a marketing plan for PPA trainings.

b) To work with the Events Officer to promote the trainings at bpf open days.

c) To liaise with the PPA newsletter editor to ensure the production and circulation of the newsletter and to communicate with the Membership Officer about any PPA items for the bpf newsletter.

d) Ensure consistent messaging about PPA trainings across internal and external communications.

e) To have oversight of the cycle of reaccreditation with the BPC.

5) To ensure effective administrative and financial management of PPA trainings.

a) To take lead on ensuring all communication with trainees is up to date including collection of fees, sending out handbooks, curriculums, all training materials, and dates.

b) To work with the Director of Corporate Services to oversee and maintain budgetary control of both trainings.

c) To work with the Director of Corporate Services to provide management reporting data.

d) To collect and report on data collection of protected characteristics.

e) To provide budget updates to the training committee.

f) To recommend and implement improvements to PPA training admin systems and processes.

g) To manage all payments from trainees and to teaching staff.

6) To work with all PPA committees to maintain the functioning and growth of the PPA association.

a) To attend TC meetings, PGC meetings, bpf Heads of Trainings meetings and any other meetings to ensure the smooth running of the committees and clear communication between committee members.

b) Organise and oversee the termly PPA reading group and other social events in collaboration with the Events Officer.

c) Encourage and grow PPA members’ events in collaboration with the Membership and Engagement Officer.

7) General

a) Any other activities deemed appropriate by the CEO and Office Manager.

b) Supporting office colleagues with other trainings when necessary.

c) Working collaboratively with the whole bpf staff to ensure the smooth running of all bpf training and membership activities.

d) Being part of the office duty system.

e) Adhere to bpf policies and procedures.

This job description is intended as a guide and is not an exhaustive list of the duties and responsibilities of this role. Such duties may vary from time to time without changing the general character of the post or the level of responsibility entailed.

This job description and person specification may be subject to review from time to time in conjunction with the postholder.

Person specification

Qualifications

Good level of general education.

Experience

· Significant experience in an administration role, preferably in a client/customer-facing role, and ideally in a training, education, or membership environment.

· Knowledge of higher education or professional healthcare training, in relation to psychotherapy or counselling desirable.

· Experience of managing budgets desirable but not essential.

· Knowledge of financial and invoicing procedures desirable but not essential.

Knowledge, skills and abilities

· Excellent verbal and written communication skills, including the ability to compose communications to a wide range of professionals, and to take accurate minutes.

· Good general computer literacy including competency in Microsoft Office, databases, Zoom and Microsoft Teams, and the ability to be self-supporting.

· Able to understand the complexities of working in a membership organisation.

· Excellent organisational and time management skills.

· Able to work independently and be proactively as well as able to exercise judgement about when to draw on colleagues’ expertise and ask for assistance.

· Methodical with good attention to detail.

· Able to use initiative and continue to think under pressure when faced with sensitive interactions.

· Ability and commitment to maintain strict confidentiality.