ABOUT ROWAN

Rowan enables people to lead more satisfying lives, by working in partnership with them to increase self-awareness, knowledge and skills, benefitting individuals, relationships, teams, workplaces and society.
We’re a small, friendly team, who, although we work separately, support each other. We want to help people live better and we’re looking for someone who feels the same.

We support personal and organisational growth through a holistic range of services provided throughout Scotland:

• Counselling to individuals, couples, families and young people
• Employee counselling services
• Schools counselling provision
• Critical incident debriefing
• Training in leadership, coaching and counselling skills
• Workplace mediation
• Coaching

Our company values are Creativity, Integrity, Optimism, Respect and Support.

JOB DESCRIPTION

Job Title: Office Manager
Responsible to: Rachel Weiss, Partner.
Hours of work: 23 hours per week, comprising:
* 14 hours on Mondays and Wednesdays: 9am – 4pm or 9.30am – 4.30pm, including a paid half hour lunch break
* 9 hours over Tuesday or Thursday or Friday, within office hours. You can choose whether to spread these 9 hours over two or three days to be agreed on appointment and will remain fixed each week.
Location: primarily flexible, remote working, but travel to Perth required for monthly team meetings on Wednesday mornings. Applicants must live within an hour’s drive from Perth.
Salary: £15,217 annually plus profit-share bonuses. This is equivalent to £24,811 full-time annual salary.
Conditions: 5.6 weeks paid holiday per annum, increasing to 6.6 weeks over your first 5 years, no bank holidays included, statutory sick pay.
Contract Term: The starting date will be in June 2025, with an initial 3 month probation period. This allows some handover and training time with the current post holder until she takes maternity leave. This position, as temporary maternity cover, will terminate two weeks after the return of the employee on maternity leave. We anticipate she will return on 17th August 2026.
Purpose of job: As a key contact between the public and Rowan, your role is to ensure the smooth running of the Rowan office by managing the administration for the Partners, the Counselling Managers, the counsellors and the trainers, in collaboration with the rest of the Office Team, which is self-managing.

SKILLS REQUIRED

• Highly competent using IT for all office processes
• Warm, calm telephone manner, especially with distressed callers
• Able to learn new applications on the job
• Excellent communication skills
• Able to cope in an environment, which can be high-pressure at times
• Able to give and receive feedback

ESSENTIAL QUALIFICATIONS AND EXPERIENCE

• Experience of working in an administrative post
• Proficient in the use of Microsoft Office Word and Outlook.
• Educated to HND or degree level

DESIRABLE QUALITIES AND EXPERIENCE

• Experience of using Microsoft Excel and Teams
• Experience of using WordPress to make simple updates to websites
• Experience in a small/medium organisation
  Closing date: 9am Monday April 23rd 2025
  Interview dates: online, on morning of April 28th and anytime on April 29th
  Follow-up interview date: online, morning of Tuesday May 6th

THE ROLE

This is a demanding, interesting, rewarding and varied role, which requires focus and agility. You will need to be able to work flexibly within a team environment and to manage competing demands.
This job description is a general outline of the duties and responsibilities which may be subject to amendment as Rowan develops. The post-holder may be required to undertake other duties as may reasonably be required from time to time.

MAIN TASKS

Training:
Administration of training courses, including managing bookings, supporting trainers and responding to student enquiries

Supporting Counselling Clients and Counsellors

• Respond to a wide variety of telephone and email enquiries
• Allocate clients to counsellors
• Keep client records up to date

General

• Maintain and develop office processes and procedures
• Maintain a high degree of confidentiality around sensitive data, exceeding GDPR
• Assist in producing simple customer reports
• Regularly liaise with other team members by phone, email and Teams.