Overview

The Listening Centre (TLC) is an Oxford-based registered charity that has been offering affordable counselling and psychotherapy in Oxfordshire since 1993.

We offer an opportunity for trainee counsellors and psychotherapists to work with individual clients on a time-limited basis while completing their training and working towards qualification.

Our counsellors often join us with limited practical experience of counselling and by the time they leave us they are often fully-fledged practitioners capable of working in private practice. We aim to maintain long-term links with practitioners after they have left the organisation.

TLC does not have an office. It operates as a virtual organisation, with all day-to-day communications done by email, phone, teleconference etc.

We are committed to ensuring that no one is discriminated against on the grounds of age, race, gender, sexual orientation, religion or disability.

We are funded entirely by donations, grants and client fees.

IT Manager / Administrator

The IT Manager / Administrator will be responsible for all aspects of IT and administration for the charity.

Key IT responsibilities

  • Transform TLC into an efficient, streamlined organisation through the smart use of IT
  • Digitise our operations using Google G-Suite and other applications
  • Select, set up and run a contact management system that integrates with our calendars and emails
  • Develop systems that streamline the organisation using online tools (e.g. replacing our expenses system, which involves printing out a PDF, filling it in by hand, scanning it and emailing it)
  • Migrate our online file sharing library to Drive. Maintain and continually improve it
  • Introduce new tools that help us collaborate more effectively, e.g. Flock
  • Introduce and run a cashless payment system
  • Take responsibility for training everyone in the organisation in the use of new IT systems
  • Ensure that the organisation remains GDPR compliant

Key administration responsibilities

  • Build and maintain good relationships with the Manager and her team at our main premises: Blackbird Leys Children and Family Centre, 61/63 Cuddesdon Way, OX4 6SB
  • Liaise with our contacts at the other premises where we operate
  • Organise and undertake all counsellor onboarding in relation to counsellor administrative obligations
  • Log supervision hours for each counsellor to ensure that they are meeting their obligations
  • Keep the counsellor schedules up to date (who works where, and when)
  • Maintain the online filing system
  • Manage the collection of client statistics (used for fundraising purposes)
  • Maintain the contact records of all members and ensure that the Google Groups are up to date
  • Any other reasonable tasks requested by the Counsellor Coordinator, Group Supervisors or Trustees

Essential

  • At least five years’ experience of working in an Administrative role
  • A proven track record in setting up and running human-centred IT systems
  • Live within easy reach of Blackbird Leys Children and Family Centre, 61/63 Cuddesdon Way, OX4 6SB
  • Meticulous attention to detail
  • Mature and self-reliant
  • Self-motivated and able to work solo in a virtual organisation
  • Reliable and trustworthy
  • Passionate about the provision of affordable counselling
  • Desire to give time to a worthwhile cause that is close to their heart
  • Continually looking for more effective ways of doing things

Ideally we are looking for someone with personal experience of the positive benefits of seeing a counsellor or therapist.

Hours

The role calls for an average of 20 hours basic work per month.

In addition, the whole organisation meets every three months at Community Meetings, on a Saturday morning, and has an annual Away Day in March. The IT Manager / Administrator is expected to attend all four meetings.

The trustees and officers hold quarterly Operations Meetings to which counsellors are invited. The IT Manager / Administrator will need to prepare and present a short summary of their work at these meetings, which are held 7.30-9pm, usually on a Monday.

In summary:

  • Average of 20 hours per month basic work (12 x 20 hours): 240 hours
  • 3 x Community meetings (3 x 4 hours): 12 hours
  • 1 x Away Day (1 x 8 hours): 8 hours
  • 4 x Operations meetings (4 x 2.5 hours): 10 hours
  • Total: 270 hours per year

The above figures allow for one hour of travelling for each meeting.

Remuneration

This is a part-voluntary position. The annual remuneration is £4,000, payable monthly. We recognise that this is about half of the commercial rate for this kind of role.

All reasonable expenses will be reimbursed.

Apply

Please email your CV and a covering letter to Julian Sharples, Chair of the Trustees.

The closing date for applications is Friday 16 June 2020.

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