- The Office and its staff will be available as an office service to WGII (William Glasser Institute Ireland).
- It will be managed by and paid for the WGII.
- One member of the WGII National Executive, The Office Co-ordinator, will be responsible for managing the office on behalf of WGII and ensuring that the Office and bookshop policies are maintained.
- The Office Co-ordinator will:
– Attend and participate at all WGII official committee meetings.
– Establish a clear role definition in conjunction with the National – Executive Chairperson and Committee
– Maintain a portfolio for the role so that the job can be easily transferred to the next holder of the role
THE OFFICE ADMINISTRATOR
Use the following specifications as guidelines in the running of the office:
TELEPHONE SERVICE
- There will be a specific line used for WGII only.
- The telephone will be answered by office staff at clearly established hours.
- An answering machine service will operate at all other times with next-working-day replies to telephone queries left on the machine.
- The person answering telephone to do so in the name of “The William Glasser Institute Ireland”.
- Queries directed at WGII (e.g., via the CONTACT WGII form) will be processed by the office admin.
COURSE BOOKINGS
- Faculty registration of upcoming courses will be directed to the office admin who will enter the course details on the WGII database.
- The admin will inform the webmaster about any forthcoming open courses so that these may be advertised on the website.
- The admin will also share new open course information with those managing the WGII social media platforms.
- Applications for upcoming training will be directed to the office admin who will then add new trainees or update existing trainees by allocating them to the intended course on the database.
- Course applicants pay online but the office admin will manage payments by any other route and inform the treasurer of such payments.
- A list of course participants will be sent to the relevant faculty person ideally at least a week before the beginning of the course.
- At the start of the course each trainee completes a participant data form and this is relayed online to the office admin who will then complete the trainee details on the database.
- Before the end of a given course, the office admin will issue completion certificates to the faculty person for signing and distribution to the candidates who completed the course.
- The admin will manage requests for cancellation and refunds.
- The admin will issue a receipt for a course when that is requested.
PRACTICUM BOOKINGS
- Supervisors will keep the office informed about any changes in their availability status. This is stored on the database.
- This will mean that the list of available supervisors issued in course packs will always be uptodate.
- Trainees may contact the office to find out lists of available supervisors.
EQUIPMENT
- The office will be equipped with telephone, computer, printer/scanner/photo-copier and broad-band internet access.
CHARACTERISTICS OF THE PERSON
- Office staff will be efficient and quality conscious, have a good telephone voice and personality, deal with all calls with courtesy and discretion, will be familiar with WGII procedures, have a good knowledge of the Policies & Procedures relating to our training.
- It is recommended that office staff should have completed at least one RT/CT Basic Intensive Course (at WGII expense).
COMPUTER EXPERTISE
The following IT skills are important:
- Ability to maintain the WGII database (currently on “Filemaker”)
- Make regular (at least weekly) security backups of database.
- Ability to deal with e-mail, attachments, file-compression, messaging.
- Word-processing skills.
- Familiarity with remote access (e.g. via Teamviewer)
GENERAL
- The office admin will not be associated with any other organisation that would have a purpose that is in any way in conflict with the aims of the William Glasser Institute.