JOB DESCRIPTION
The Institute of Family Therapy is a registered charity founded in 1977. It has established a national and international reputation for its work. The Institute offers a four year training programme in Family Therapy and a wide range of workshops and conferences. Following a service review IFT requires a senior business support manager to ensure co-ordination and successful delivery of in-house courses without university portfolio, with particular responsibility for the clinical service element of IFT provision.
JOB TITLE: Senior Business Support Manager – Clinical and non-university courses
Working Hours: 35 hours / week
RESPONSIBLE TO: Finance and Strategy Lead / Director
1. JOB PURPOSE
Senior Business Support manager is responsible for the effective administration of the Institute of Family Therapy’s therapy service offered by advanced trainees of the course (Clinical Associates of the Institute), and of developing this service in line with new courses offering this service.
This post holder is jointly responsible for the day to day administration of the Institute’s courses portfolio and this role has particular focus on new non-university portfolio courses (International / Leadership / Post qualification).
2. JOB ACTIVITIES
In-House courses:
Overall, to provide co-ordination and successful delivery of an agreed proportion of the in-house spoke activity in partnership with colleagues in the in-house spoke.
Including:
Overall, to contribute jointly to the co-ordination and successful delivery of all in-house courses and related activity.
Including:
1. Ensuring fair and coherent distribution of tasks to ensure effective running of the team and operations.
2. Establishing and contributing to all In-House team planning and reporting meetings to ensure clear accountability of activity, training and financial outcomes to the Finance and Strategy Lead / Director in relation to Key Performance Indicators (KPI’s).
3. Contributing as required to the necessary ‘central hub’ activities such as IT (CRM), marketing and social media strategy planning and activity, HR and financial planning to ensure effective running and sustainable growth of IFT.
4. Ensuring Ways of Working appropriate to the organisation’s core values are embedded in responses from the team, such as in telephone and email enquiries from the public, trainees and tutors, regarding the Institute’s training programmes.
5. Ensuring effective liaison with students and tutors takes place regarding smooth running of the courses.
6. Ensuring effective applications processes take place and liaise with the Course Director
7. Invoicing and ensuring collection of course fees.
8. Ensuring bookings and AV equipment for the courses are effectively carried out.
9. Ensuring uploading and co-ordination of on-line and paper submissions of assignments, distribute to markers and distribute feedback and marks to students takes place for all courses.
10. Ensuring effective and appropriate compilation and maintenance of student records.
11. To compile payment records for teachers each term
12. Liaising with the Course Director to ensure course materials including lecture programmes, reading lists and course booklets are all produced to an excellent standard and in a timely way. This includes prospectuses for courses and course information.
13. Liaising with the Course Leads to draw up and implement a schedule for advertising training courses.
14. Ensuring appropriate support to Course Leads in any area that progresses the courses effectively.
15. Ensuring effective secretarial and administrative support to the Course Committees and exam boards is provided.
16. Assisting in the production of Prospectus materials.
Clinical:
1. To deliver effective administration of the Institute’s clinical service, and to ensure appropriate administrative systems are in place.
2. To take clinical referrals from the public and other health professionals via telephone.
3. Distribute clinical service information to the public and professionals.
4. Liaise with clients and clinical associates regarding appointments.
5. Respond to emails relating to therapeutic services.
6. Develop and ensure safe administration of clinical material.
7. Maintain accurate financial records including invoicing clients and processing of client fees.
8. Maintaining and monitoring all administrative procedures relating to the service.
9. Collate the client therapy waiting list for the students and distribute referrals appropriately.
10. Correspond appropriately with clients.
11. Deal with telephone calls that may be distressing in an empathic, boundaried and professional manner.
12. Seek and use supervision regarding communications with families as appropriate from IFT clinical staff.
13. Undertake relevant safeguarding training, DBS checks and other core activities related to working with families.
14. To develop the clinical service alongside clinical staff in response to clinical need, and IFT new courses opportunities.
SALARY AND CONDITIONS OF SERVICE
1. The salary for this post is £30,000
2. The basic leave entitlement is 22 days in addition to public holidays. This is supplemented by extra days at Christmas (when the Institute closes).The appointment is subject to a probationary period of one month.
3. After successful completion of the probation period the appointment is terminable by 3 month notice on either side.
4. Full details and conditions of service are available in the Institute’s Personnel Policy
JOB DESCRIPTION Senior Business support clinical
To apply, please send your CV and cover letter to rachelwatson@ift.org.uk
