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 Culture

• 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

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
2. 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
3. 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
4. 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)
5. 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
6. 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