Administration Assistant

Venus Working Creatively with Young Women; England; Hybrid; GBP 25,000; Full time

Job summary

A community-focused charity is seeking an experienced Administration Assistant to support mental health initiatives for children and young people. Located between Bootle and Thornton, this role involves handling enquiries, managing appointments, and providing essential administrative support to the team. The successful candidate will be proactive, possess strong communication skills, and have experience with IT software. This position offers a salary of £24,260.60 per year and the potential for remote work.

Qualifications

• Effective written and verbal communication skills.
• Experience in managing a busy workload.
• Familiarity with IT software packages.

Responsibilities

• Assist in the effective running of the centre and deal with enquiries.
• Maintain a busy enquiry line and reception area.
• Process incoming referrals and manage appointments.

Skills

Clear communication skills

Experience with Microsoft Office Suite

Proactive attitude

Ability to manage varied workload

Ability to prioritize effectively

Experience in support/therapeutic setting

Tools

Microsoft Office Suite

Google Suite

Job description

Administration Assistant

Venus Working Creatively with Young Women – Closing date: 05 January 2026.

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 Peoples Mental Health and Wellbeing team at our Star Centre. In this rewarding role, you will 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.

Main duties of the job

The Administrative Assistant is a varied and rewarding role and is a key part of the Venus, Star and Thornton Centres team, looking after elements of allocations, communication, data and organisation.

You will use a variety of IT software including Microsoft Office applications and CRM systems, assist in the effective running of the centre, dealing with enquiries by phone, in person and by email, maintaining a busy enquiry line and inbox as well as a busy reception area, ensuring all resources and supplies are maintained, keeping health and safety checks and records up to date.

You will process incoming referrals and manage appointments on behalf of therapists, communicating effectively and efficiently as well as maintaining accurate records and providing general administrative support across the teams including administering and minuting MDT meetings.

You will assist in managing booking diaries, monitor wait lists and provide support with data monitoring, reporting and data quality procedures.

You will maintain open, professional and friendly working relationships with colleagues, stakeholders and professionals, be committed to our Equality & Diversity principles and comply with all Venus policies, procedures and values.

About us

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. As part of the charity and based at the Star Centre, we offer support and therapeutic interventions specifically for children, young people and their families.

Job responsibilities

• Department: Children and Young Peoples Mental Health & Wellbeing
• Hours per week: 35 hours across 5 days (Monday–Friday)
• Salary: £24,260.60 per annum (cost of living rise pending, subject to funding)
• Assist in the effective running of the centre, dealing with enquiries by telephone, email and post.
• Maintain a busy 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, welcoming and signing in visitors to the organisation in an appropriate and personable manner.
• Book and manage appointments on behalf of all therapists and communicate updates to them.
• Provide 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 shared drives are kept up to date.
• Ensure office stationery and supplies are sufficient and room inventories are maintained.
• Ensure training and other resources are up to date.
• Maintain records and assist in the maintenance of the registration system, ensuring that information is frequently and correctly updated.
• Provide general administrative 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.
• Co‑ordinate staff diaries, appointments & availability where necessary.
• Monitor wait lists, ensuring holding communications are up to 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.
• Maintain a good, open & friendly working relationship.
• Use a variety of Office IT software and produce documents to organisational 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.
• Ensure support is carried out in line with the Venus values, missions, aims and policies, including equal opportunities, safeguarding children & vulnerable adults & confidentiality.
• Develop systems and processes that improve the attainment and efficiency of different Venus projects.

Person Specification

Experience

• Clear communication skills, both written and verbal.
• Experience of using various IT software packages such as Microsoft Office Suite, Google Suite etc.
• Proactive.
• 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.
• Previous knowledge of IAPT/US clinical management system.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and, as such, it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Venus Working Creatively with Young Women

£24,260.60 a year Cost of living rise pending, subject to funding