Counselling Resource Coordinator

📍UK Remote

Does this sound like you?

You’re an experienced resource coordinator who thrives in a role that blends operational efficiency, leadership, and clinician wellbeing. You want to be part of a team that values your ability to manage resources effectively while ensuring a high standard of service delivery. You excel in balancing data-driven decision-making with a people-first approach, ensuring both clinical staff and clients receive the best possible support.

You’re looking for a role where your organisational skills, problem-solving mindset, and ability to forecast demand make a real difference. You enjoy taking the lead on resource planning, workforce optimisation, and diary management, all while contributing to a supportive and dynamic environment.

What you’ll be doing (in a nutshell):

As our Counselling Resource Coordinator, you’ll report directly to the Head of EAP Administration, playing a crucial role in service delivery and performance management. Your focus will be on ensuring the smooth running of clinician schedules, supporting line managers, and maintaining a high standard of operational excellence.

Day to day you can expect to:

• Manage sickness and absence daily, ensuring appointments are promptly rearranged or covered.
• Provide effective support for line managers approving annual leave to maintain service levels.
• Develop action plans to support clinician wellbeing following sickness absences.
• Maintain managerial oversight of all clinical diaries, ensuring efficiency and effectiveness.
• Work closely with Heads of Service to optimise clinical diary management and align sessional offerings with business demand.
• Create and maintain clinical rotas for the ITMS ring group, ensuring schedules are populated well in advance.
• Report utilisation management information (MI) to Clinical SLT, providing key insights into workforce planning.
• Act as an early-warning system for capacity concerns and demand surges, proactively addressing workforce needs.
• Maintain a real-time overview of capacity vs. demand and report findings to the Clinical SLT.
• Serve as first-line support for the Clinical Team regarding diary management and internal systems (CLIVE and Core).
• Be the champion of diary management, leading induction and refresher training sessions for the wider team.

To be successful you’ll have:

• Strong ability to analyse data and produce high-quality reports
• Highly organised with excellent time management
• Solution-focused approach to challenges and process improvement
• Experience in forecasting and workforce planning
• Knowledge of regulations within a clinical or EAP setting
• Strong leadership skills, able to coordinate teams effectively
• Expertise in rota creation and management
• Strategic thinker with the ability to balance short-term needs and long-term planning
• Innovative mindset, open to exploring new technologies to enhance efficiency
• Strong IT skills, with the ability to adapt to internal systems and reporting tools

Please note, all applicants must be legally entitled to accept and perform work in the UK and all positions are subject to an enhanced DBS check.

Why Perkbox Vivup?

In an exciting stride forward for both organisations, employee benefits experts Perkbox and Vivup have joined forces to create a world-class benefits, wellbeing, and engagement platform.

With over two decades of combined experience, our goal is to enable more organisations to better support and engage their employees — something which has become essential in the wake of a global pandemic and a hard-hitting cost-of-living crisis.  

From enhancing access to specialist mental health services to helping staff manage the cost of everyday essentials, our combined strengths and best-in-class solutions will create a super partnership that supports employees in all areas of life, at every stage of their career, both in and out of the workplace.

As a combined entity, we can assist more employees than ever before to live and work better through our combined expertise in the public, private, SME, and corporate sectors. Today, we collectively support more than 4 million employees across 7,500 organisations through an enhanced range of benefits and engagement solutions.  Our vision is to create healthy, happy and engaged workforces by reinventing employee benefits. Together, we’re positioned to revolutionise the employee benefits landscape, driving innovation, setting new standards, and shaping the future with transformative solutions that redefine wellbeing.

The Interview Process

Our interview process involves 3 main stages:

• Application
• 30 minute call with a member of the TA team
• 60-minute video call with Hiring Manager and one other team member

Our average process takes around 2-3 weeks, but we will always work around your availability. You will have the chance to speak to our recruitment team at various points during your process. If you have any specific questions ahead of this, please contact us on talent@vivup.co.uk

We’re committed to being an inclusive employer and creating a fair workplace for all. We encourage applications from candidates across all backgrounds, circumstances, ages, disabilities, ethnicities, religions or beliefs, gender identities, or sexual orientations

We're happy to offer reasonable adjustments during our hiring process. Just let us know, and we'll make it work for you. Your comfort and success matter to us!