Office Manager

The Olive Branch Counselling Service is seeking an organised, proactive and welcoming Office Manager to coordinate the daily running of our busy community counselling service. This is a central operational role that supports staff, volunteers and clients, keeps systems running smoothly, and helps ensure the service remains reliable, safe and well managed.

About the Role

The Office Manager oversees the core administrative and operational functions of the Olive Branch. You will coordinate office systems, supervise administrative volunteers, manage room bookings and related income, support GDPR compliance, liaise with suppliers and contractors, and act as a first point of contact for general enquiries. The role suits someone who enjoys creating order, improving processes and supporting people in a setting where care, confidentiality and professionalism are essential.

Key Responsibilities

• Coordinating office administration, procedures and day to day operations

• Supervising and supporting administrative volunteers, including induction and task allocation

• Managing private room bookings, communication with hirers and related income

• Acting as a first point of contact for general enquiries by phone, email, post and in person

• Processing client and evaluation records, including scanning, filing and secure storage on SharePoint

• Supporting GDPR compliance, including data retention, deletion schedules and risk escalation

• Overseeing building maintenance, inspections, servicing, repairs and contractor liaison

• Managing utilities and service contracts, including monitoring provision, costs and renewal dates

• Carrying out financial administration, including banking, checking invoices and reconciling records

• Providing administrative support for fundraising, CPD and communications

• Assisting with volunteer counsellor recruitment, references, DBS checks and liaison with training institutions

• Providing regular operational updates to the Clinical Lead and Trustees