We are seeking to appoint an Administrator to carry out the day-to-day operation of the Guild of Analytical Psychologists. This is an exciting role that will appeal to someone who is well organised and enjoys administration work. To fulfil this role you must have proven excellent IT and organisational skills and the ability to work on your own. You must be a multi-tasker with excellent communication skills and a ‘hands-on’ approach, as well as attention to detail. You would be required to handle office tasks, mostly by email, but also by phone, and have a sound knowledge of Word and Excel, and potentially QuickBooks.
About the Guild of Analytical Psychologists
The Guild of Analytical Psychologists (the Guild) is a small Member and Training organisation, and a registered charity. The Guild offers a complete training in Analytical Psychology with an emphasis on the spiritual dimension. The base of the training and therapeutic practice is the psychology of C.G. Jung. Once qualified, members join the Guild as Analytical Psychologists or Jungian Psychotherapists and through its membership the Guild provides access to psychotherapy and in-depth analysis.
The Guild is a member organisation of the Council for Psychoanalysis and Jungian Analysis (CPJA, college of the UKCP), and of the International Association for Analytical Psychology (IAAP). As well as a full analytic training, the Guild provides a one-year foundation course in the basic elements of Analytical Psychology.
The GAP Administrator works alongside the Trustees and members of GAP providing a range of administrative and financial support that equips GAP to function as a charity within the directives of the Charity Commission.
Experience of working with a charitable organisation would be very helpful. Some experience or knowledge of psychotherapy would be extremely useful.
The detailed job description below is split into the four areas of the job: Trustees, Training, Membership and Finance.
In each of those areas GAP elects Members to assume overall management responsibility. The postholder’s role is to provide the necessary administrative under-pinning to their work:
Supporting the Finance Committee
- Raise invoices for payment of termly fees by trainees and annual membership fees for the Guild, IAAP and ARAS
- Process invoices
- Chase up the payment of invoices
- Payment of claim forms from seminar leaders, reviewers and overseas readers.
- Basic book-keeping (ie record of income and expenditure on QuickBooks)
- Company Secretary duties - ie preparation of Annual Return for Charities Commission and Companies House (annually)
Supporting the Training Committee
- Maintenance of trainee records
- Distribution, receipt of and processing of termly feedback and reporting forms
- Processing of application forms for the Guild’s courses and membership
- Maintenance of attendance records for trainees
- Distribution of training materials to students, trainees and Seminar Leaders
- Assist with the preparation of the annual Seminar Programme
- Maintenance and circulation of the Seminar Programme
- Ensuring the Training Handbook is kept up to date
- Organisation and promotion of the Open Morning and advertising courses in available in relevant journals & on the GAP website
Membership – supporting the Coordinating & CPD Committees
- Preparation for meetings (e.g. circulation of agenda and other documents)
- Attending Members’ meetings (at least three times a year, currently at 7pm online but otherwise in Notting Hill)
- Preparation of Minutes of Member’s meeting and circulation within 10 days
- Attendance at Trustees Meetings (at least three times per year by Zoom & in person)
- Preparation of Trustee Minutes and circulation of Agenda
- Attendance at Coordinating Committee meetings as required
- Maintenance of member records
- Administration of the CPD & Reaccreditation procedures in conjunction with the CPD Committee
- Ensuring the relevant Policies & Procedures documents are kept up to date
- Initial point of contact for any enquiries to the Guild
- Dealing with enquiries from members, trainees and prospective applicants
- Correspondence as required
- Supporting the Trustees in ensuring that the Guild operates in such a way as to facilitate compliance with CC60 (Hallmarks of an Effective Charity), including understanding the Articles of Association
- Circulation of relevant incoming information
- Maintenance and circulation of up-to-date Directory (of members, trainees etc)
- Booking of rooms or Zoom coordination for seminars, meetings etc
- Preparation of GAP events e.g. Christmas party, as required
- Arrangements for the Public Lectures as required
- Maintenance of the GAP email list for events for Public Lectures.
- Filing, scanning and photocopying
- Maintenance of stationery supplies and reprinting of the Guild’s leaflets
- Maintenance of email folders and distribution lists
- Maintenance of the Guild’s website
- Keeping a record of how time is spent (time sheet or activity report)
- Any other tasks as required
Please complete the application form which can be accessed once you click on the Quick Apply button (CVs not accepted).
The client requests no contact from agencies or media sales.