Virtual Personal Assistant

2 weeks ago


Remote, United Kingdom Virtual Administration Limited Full time

**About Us**

Virtual Administration Ltd is seeking highly-skilled home-based Personal Assistant to work from home. This is a self-employed position working as an Associate of Virtual Administration Ltd. You will be responsible for paying your own tax and National Insurance.

Virtual Administration Ltd was founded in 2006. We are a home-based team of 14 professional, experienced Virtual PAs who provide flexible, reliable and affordable administrative support to over 80 clients. We work with and support a very niche client market of private occupational therapists, case managers, physiotherapists, speech and language therapists, neuropsychologists and other independent healthcare professionals.

Virtual Administration is a rapidly growing company who believe in achieving a great work-life balance.

You must be a confident, capable, friendly communicator and enjoy working remotely. We are looking for an individual who must have these credentials:

- At least 5 years PA experience at director level;
- Be based in the UK and eligible to work in the UK;
- Have outstanding communication skills;
- Have excellent speaking English, grammar, punctuation, proof reading and formatting skills ;
- Have excellent book-keeping skills dealing with incoming (external) and outgoing (company) invoices, Team Expense Claims, Faculty Reimbursements, Credit Cards, Paypal, Excel spreadsheets;
- Have outstanding organisational skills with the ability to prioritise tasks accordingly;
- Be a self-starter, able to work with little assistance and use own initiation and judgement;
- Able to deal with new platforms, systems and can adapt quickly ;
- Have a calm manner with experience of working under pressure;
- Be resilient, tenacious and robust.

**Requirements**:
You must have experience of:

- Good knowledge of Microsoft Office Suite;
- Dealing with invoices and receipts:

- Receiving, recording, coding, payment co-ordination and filing of incoming invoices;
- Raising and filing external invoices for Client;
- Maintaining invoice register with ‘real-time information’;
- Processing expenses and external Faculty Reimbursements;
- Create new cost centres (with Accountant) and maintain/update list of accounts;
- Collate, reconcile, record, code and process monthly credit card statements;
- Excellent report formatting skills using Word;
- Good working knowledge of Excel creating working spreadsheets using filters and confident in using formulas;
- Appreciation of client confidentiality, data protection (GDPR) and medical ethics;
- Good balance of professionalism, fun and light-hearted;
- Ability to offer a flexible approach to tasks assigned, working to deadlines;
- Offer a structured, organised and proactive approach.

**Specific tasks to include (but not limited to)**:

- Receive, record and mark up invoices and reimbursement/expense claims across multiple projects;
- Process Expenses in Hakuna (Project Management software);
- Maintain up-to-date Invoice register with ‘live’ information on status of received invoices;
- Monthly collation of receipts/invoices/expenses in relation to Company Credit Card expenditure, create spreadsheet and combine in Adobe for signature before submission to Accountants;
- Good familiarity with Adobe;
- Co-ordinate and maintain up-to-date Project Cost Centre Register, including raising new cost centres, communication with Accountant etc;
- Use of Event Management Software, update/create records as required;
- Raise Invoices on behalf of Event Managers and Company as required;
- Maintain/update Debtor register & provide regular updated info to Accountant.

**You must have**:

- A reliable and suitable computer, printer, scanner and internet connection;
- Microsoft Office including Microsoft Outlook (desktop version);
- Robust cybersecurity in place.

**Desirable**
- Experience of working with people based in numerous countries with different languages and cultures

**Job Types**: Part-time, Freelance
Part-time hours: 20-30 per week

**Salary**: £12.00 per hour

**Benefits**:

- Work from home

Schedule:

- Monday to Friday

Work Location: Remote

Application deadline: 20/01/2023



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