Administrative & Social Media Support Virtual Assistant

Position Title: Administrative & Social Media Support Virtual Assistant
Location: Remote (Philippines-based VA)
Client Timezone: UK (London Time)
Employment Type: Part-Time (20–30 hours/week; potential to increase

About the Client:  a premium, multidisciplinary mental health clinic based in the UK. The practice provides:

• Individual, Couples & Family Therapy
• Teen Therapy
• Applied Psychology (ADHD, Autism, Dyslexia, Dyspraxia Assessments)
• Corporate Mental Health Services
• Coaching
• Psychiatric Referrals & Medication Pathways

The company is a growing mental health startup (est. May 2023), transitioning from a private practice into a boutique clinic employing multiple practitioners.

The culture is:

• High-end & professional
• Warm but never casual
• Meticulous and structured
• Client-centered
• Growth-oriented
• Long-term focused

 

ROLE OVERVIEW

This is a hybrid role combining high-level administrative support (primary focus) and light social media posting support (secondary).

This role is NOT:

• A content strategist
• A full social media manager
• A video editor
• A marketing strategist

This role IS:

• The operational backbone of the clinic
• Client onboarding coordinator
• Diary and systems controller
• Follow-up and process manager
• Brand voice protector
• Meticulous detail guardian

 

CORE RESPONSIBILITIES

Client Onboarding & Administrative Operations (Primary Function)

1. Client Inquiry Management

• Respond to new email inquiries using established templates
• Send therapist profiles from the website
• Advise on pricing (confirm with Olena when needed)
• Maintain corporate tone and UK English standards
• Track every inquiry carefully

1. Follow-Up System (“Nudge” Process)

• First nudge after 2 days if no reply
• Second nudge after another 2 days
• Track responses carefully
• No inquiry should fall through the cracks

1. Appointment & Clinical Diary Management

• Ensure all agreed sessions are entered correctly into the clinical diary
• Confirm bookings are properly logged
• Ensure automated confirmations are triggered
• Ensure accounts can process payments
• Double-check entries before finalizing

Accuracy is critical — missed entries affect:

• Payment processing
• Client confirmation emails
• Internal reporting

1. Review Management

• Send review requests after first session
• Gently follow up if no response
• Encourage anonymous reviews via Doctify
• Maintain sensitivity (therapy clients value confidentiality)

1. WhatsApp & Virtual Landline Management

• Manage company WhatsApp during assigned shifts
• Respond to practitioner and client queries
• Handle virtual landline calls
• Maintain professional, warm tone
• May answer live calls during clinic hours

1. End-of-Day Reporting

• Submit daily summary:
  • What was completed
  • Outstanding items
  • Issues requiring attention

 

Social Media Support (Light Function)

Platforms:

• Instagram
• Facebook
• TikTok reposting

Responsibilities:

• Post content provided by Olena
• Follow established posting routine:
  • Monday: Quote Post
  • Tuesday: TikTok repost
  • Wednesday: Reel
  • Friday: 1-minute educational video
• Maintain simple, elegant, established visual style
• Design basic reels & carousel visuals
• Ensure brand consistency

NOT Required:

• Content creation
• Copywriting
• Video editing
• Strategy planning

 

REQUIRED SKILLS

Administrative Skills

• Highly detail-oriented
• Strong process tracking ability
• Structured thinker
• Excellent follow-through
• Strong organisational skills
• Error prevention mindset
• Ability to work autonomously
• Knows when to ask for clarification

Communication Skills

• Excellent written English (UK English preferred)
• No Americanisms
• No punctuation errors
• Professional but warm tone
• Clear spoken English (minimal accent)
• Confident answering calls

Technical Skills

• Email management systems
• Calendar/diary systems
• WhatsApp (Business)
• Virtual landline systems
• Basic Canva/Figma (or similar design tool)
• Google Workspace

Personal Traits (Very Important)

• Cares deeply about work
• Takes ownership of mistakes
• Proactive
• Not “shift mindset” only
• Professional pride
• Service-oriented
• Passionate about admin
• Interested in mental health industry
• Bright, uplifting, energetic personality
• Long-term commitment mindset

 

Schedule

• UK Time (London Time)
• Shifts:
  • Half-day or Full-day
  • Typically between 9:00 AM – 8:00 PM UK
• Estimated: 20–30 hours/week
• Potential to increase based on performance

 

Growth Potential

• Performance review at 2 months
• Possible rate increase after 6–12 months
• Training investment from client
• Potential transition to handling intake calls
• Long-term collaboration encouraged