Star Centre Administration Assistant
Job Description & Person Specification

Our Values
Accessibility ‘’Always somebody available to talk to and give advice”
Respect “My decisions were respected and my voice was heard”
Integrity “Venus provide everything you need and stand by their values and principles”
Trust “I believe that if there is no trust people won’t feel they can talk”
Fairness “Really fair and just”
Our Vision
Fulfilling lives and building resilient communities.
Our Mission
To work with women, children, young people and families in our community, recognising their choices, voices and
opportunities to develop their potential

Job Purpose

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

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)

Role & Responsibilities and Core Competencies

*Ad hoc duties commensurate with your role are also included in the below

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.

Person Specification

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.

Venus Employee Commitment
At Venus we believe in championing the achievements of the individual but first and foremost, we’re also a team,
and a team is strongest when everyone feels that they are supported and are valued as individuals.
We know that our team are the heart of our organisation and that is why we make the following commitment to all
our employees;

•  To value our people with a fair and transparent pay review process
•  To offer opportunities for internal promotion
•  Provide all our staff with a fair and structured performance review process
•  To be a learning organisation that supports its employees in gaining qualifications
•  To give all Venus staff opportunities to influence and change how we support our staff, stakeholders &

clients

Our Commitment to Building an Inclusive Workplace

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.