Job Description

Are you passionate about helping to improve the mental health and wellbeing of children and young people? Venus is looking to recruit an experienced Administration Assistant to join our dedicated and vibrant Children and Young People's Mental Health and Wellbeing team at our Star Centre. In this rewarding role, you'll be a key part of the Venus, Star and Thornton Centres team, looking after elements of allocations, communication, data and organisation.

The successful application will be based between our Bootle and Thornton therapeutic centres with the possibility of some remote working. If you're looking for a role where you can really contribute to successful therapeutic mental health and wellbeing interventions for children and young people, we'd love to hear from you.

Venus is a 30 year old grassroots charity in the heart of the community. We provide practical advice and emergency support, mental health services, a place to live and support for homeless people and weekly activities for our local community in Bootle and across Sefton.

Venus is an equal opportunities employer who believes passionately that our team should represent the diversity of the communities that we support. We are committed to providing a place of work that provides fair and equal career growth and learning opportunities to all its employees. We do not tolerate discrimination of any kind within our company and we celebrate creating a culture offering opportunity for all; regardless of race, culture, gender, age, sexual orientation, disability or religious beliefs.

The Role:

Reports to / Line Manager - Service Lead

Department - Children's and Young People's Mental Health & Wellbeing

Hours per week - 35 hours per week across 5 days (Monday - Friday)

Venus Grade 2 - 24,260.60 per annum (cost of living rise pending, subject to funding)

General Support

Assist in the effective running of the centre, dealing with enquiries by telephone, email and post. Maintain a busy, dedicated enquiry line and inbox, ensuring all queries are dealt with appropriately, confidentially and quickly. Reception duties, making and receiving calls, take and relay accurate and timely messages and answer questions where possible, welcome and sign in visitors to the organisation in an appropriate and personable manner. Book and manage appointments on behalf of all therapists and communicating updates to them. Providing reception cover at the main centre when required. Manage all incoming and outgoing post including referral acknowledgements and appointment confirmations. Create and maintain templates, information sheets, leaflets and posters. Photocopy, collate & distribute documents as required, ensuring share drives are kept upto date. Ensuring the office stationery and supplies are sufficient and room inventories are maintained. Ensure training and other resources are upto date. Maintain records and assist in the maintenance of the registration system, ensuring that information is frequently & correctly updated. Data entry, including inputting registration details and new referrals, maintain & review file system. Provide general administration support across the team. Be the main point of contact for CRM queries, supporting staff and partners with queries and issues. Track and maintain CRM access activity and records, supporting the finance team with invoice data.

Management Administrative Support

Co-ordinate staff diaries, appointments & availability where necessary. Maintain booking diaries & therapist session slots. Monitor wait lists, ensuring holding communications are upto date. Assist with the distribution of publicity, marketing, referral packs, leaflets etc when required. Assist in the preparations and administration for groups, courses and activities, maintaining attendance records. Be responsible for MDT meeting links, diaries and minutes. Ensure all MDT actions are tracked, followed up and completed. Provide support with data monitoring, reporting and data quality audits. Complete health & safety risk assessments, checklists and weekly testing, reporting any issues as required.

Relationships and Engagement

Maintain a good, open & friendly working relationships.

Use a variety of Office IT software and produce documents to organisation standards.

Participate in staff development & training, using all relevant learning opportunities to improve skills.

Be committed to Equality & Diversity principles & to comply with Venus policies & procedures.

To ensure that support is carried out in line with the Venus Values, missions, aims and policies, including (but not restricted to) equal opportunities, safeguarding children & vulnerable adults & confidentiality. Develop systems and processes that improve the attainment and efficiency of different Venus projects.

What we are looking for:

Essential:

Clear communication skills, both written and verbal.

Experience of using various IT software packages such as Microsoft Office Suite, Google Suites etc.

Time management proficiency.

Proactive.

Attention to detail.

Ability to manage a busy and varied workload.

Ability to assess and prioritise effectively, setting and meeting expectations and timelines.

Experience working within a support and / or therapeutic setting.

Desirable:

Previous knowledge of IAPTUS clinical management system.

How to apply:

You can visit our website or email recruitment@venuscharity.org for an application pack and return your completed application to us:

Closing date: 05/01/2026

Shortlisting: 08/01/2026

Interviews: 14/01/2026

Job Type: Full-time

Pay: 24,260.00 per year

Benefits:

Additional leave Casual dress Company pension Life insurance Sick pay
Work Location: In person