Virtual Assistant

On Your Game Physiotherapy is a dynamic musculoskeletal clinic that focuses on helping clients return to peak performance through physiotherapy and rehabilitation. We are seeking a proactive and organised Virtual Assistant to manage day-to-day operations and provide support for both client-facing and back-office tasks. This role requires excellent communication skills, digital proficiency, and a high degree of attention to detail.

Key Responsibilities:
Daily Administrative & Financial Tasks
Monitor payments and update bank transfer/invoice trackers.
Process Stripe payments and send invoices for services rendered.
Handle appointment confirmations, cancellations, and follow-ups.
Manage unpaid invoices and insurance claims through Healthcode, ensuring insurance shortfalls are tracked.

Lead Management & CRM:
Qualify and book leads from Facebook ads and other platforms using IHG (Intelligent Healthcare Group).
Track and manage client data in CRM software (Go High Level) and regularly update lead metrics and statuses.
Follow up with new leads, ensuring clients are scheduled and contacted in a timely manner.

Client Communication:
Provide customer service via phone and email using Circleloop.
Send out pre-treatment forms, booking confirmations, and post-session reminders.
Handle client queries and reschedule appointments, adhering to cancellation policies.

Social Media & Marketing:
Create and post Instagram content (posts, reels, videos) using Canva to engage prospects and current clients.
Schedule and create Facebook Live events and coordinate with therapists on topics for client education sessions.
Track and report Facebook ad spend and performance every Saturday.

Diary & Appointment Management:
Coordinate team schedules and manage patient bookings using WriteUpp.
Ensure that therapist diaries are kept up-to-date and avoid scheduling conflicts, especially for home visits.
Plan meetings for the CEO

Reporting & Metrics:
Prepare daily end-of-day (EOD) reports summarising completed tasks, outstanding items, and updates.
Track practice growth metrics, lead conversion rates, and patient visit averages (PVA).

Required Tools & Software:
Trello for task management.
Google Sheets for financial tracking and metrics.
WriteUpp for scheduling and diary management.
Canva for social media content creation.
IHG for CRM and lead management.
Circleloop for client communication.
Healthcode for processing insurance claims and payments.

Key Qualifications:
Strong organisational skills and the ability to handle multiple tasks efficiently.
Excellent written and verbal communication, comfortable speaking with clients and tea ---------- mbers.
Proficiency with the software tools mentioned above, or a willingness to learn them quickly.
Ability to follow detailed instructions and adhere to standard operating procedures (SOPs).
Flexibility in working hours, including availability Monday to Sunday during UK business hours.

Desirable but not Essential:
Experience working in a healthcare or physiotherapy environment.
Knowledge of Facebook and Instagram marketing, including content creation and ad tracking.

Growth Opportunity:
There will be the opportunity to progress within the company, with the potential to manage additional virtual assistants in the future.