Virtual Assistant – Administration & Accounts

Role Purpose

The Virtual Assistant requires excellenct English skills both verbally and written. They will provide high-level administrative, financial, and communication support to ensure the business operates smoothly and professionally. This role requires exceptional attention to detail, clear written and verbal communication, and strong organisational abilities. The VA will assist with client support, scheduling, referral processing, accounts reconciliation, and preparation of payroll documentation.

Key Responsibilities
1. Client Communication & Service

Manage inbound and outbound calls, emails, and messages in a professional, articulate manner.

Provide timely responses to enquiries and follow-up communication.

Conduct onboarding calls and client follow-up checks.

Use phone systems and CRM tags to track call outcomes and ensure all follow-ups are completed.

Maintain high standards of written English across emails, messages, and documentation.

2. Appointment & Calendar Support

Assist with booking, rescheduling, confirming, and maintaining organised calendars.

Coordinate waitlists, recurring sessions, and priority bookings.

Ensure scheduling aligns with relevant requirements (funding rules, session types, team availability).

Identify scheduling gaps and support efficient diary management.

3. Referral & Intake Processing

Receive and process referrals, intake information, or new-client documentation.

Enter data accurately into systems and trackers.

Follow up missing details and liaise with external providers when needed.

Send confirmation or information emails with consistent, high-quality written communication.

Monitor expiry dates and initiate follow-up reminders.

4. Accounts Administration & Reconciliation

Complete account reconciliation, including:

Matching payments to invoices

Reviewing financial reports

Checking bank deposits

Identifying discrepancies

Assist with processing payments, refunds, or outstanding accounts.

Maintain accurate finance logs, spreadsheets, and audit trails.

Provide financial summaries or flagged issues to the finance team or Director.

5. Payroll Preparation

Collate timesheets and verify accuracy of hours, allowances, and leave entries.

Highlight inconsistencies or missing information before approval.

Prepare payroll spreadsheets or summaries for the Director or Payroll Officer.

Upload necessary documents into payroll systems as required.

Maintain strict confidentiality with all payroll and staff information.

6. Documentation & Data Management

Maintain accurate digital records and ensure all documents are stored correctly.

Upload reports, forms, or supporting documents.

Keep trackers, spreadsheets, and administrative dashboards updated.

Assist with basic compliance tasks and internal audits.

Maintain high standards of grammar, clarity, formatting, and professionalism in all written documents.

7. Admin Workflow Operations

Complete daily and weekly admin checklists.

Assist with onboarding of new staff members (documentation, system access, setup).

Track overdue tasks, missing documents, or incomplete notes.

Support internal communication between tea ---------- mbers and management.

Identify system gaps and suggest improvements.

8. Communications & Marketing Support

Assist with simple content tasks such as updating listings or basic social posts (if requested).

Prepare draft copy for emails, newsletters, or announcements.

Manage RSVP lists, online forms, or event coordination tasks.

Required Skills & Attributes
Essential

High-level English proficiency — strong grammar, spelling, clarity, and professionalism.

Excellent written and verbal communication.

Strong administrative experience with proven reliability.

Experience with reconciliation or financial administration.

Ability to prepare payroll documentation accurately.

Highly organised, detail-focused, and consistent.

Ability to work autonomously and manage competing priorities.

Confidence with Google Workspace, spreadsheets, and cloud-based systems.

Desirable

Experience in a healthcare or service-based environment.

Familiarity with CRM or practice management software.

Knowledge of Medicare, insurance, invoicing, or other funding systems (if relevant).

Basic bookkeeping or Xero/Hubdoc experience.