What is a Virtual Secretary or Virtual Assistant (VA)?
A VA, aka Virtual Secretary, is an entrepreneur who provides professional administrative, marketing, clerical, book keeping, payroll, website, SEO or social media tasks for your business, assisting clients from a home office. We provide specialist typing and transcription and administrative tasks. For a full definitive list of tasks we can carry out, see Services for further details, or visit our blog.
How do I send my work to you?
Whichever way you prefer. You can email to our secure email address, use Dropbox (fast and secure), use our encrypted online workflow system ScribeManager, send mini-cassettes by post, send documents by post or scan and email them to us. If documents are sensitive or confidential, we recommend using Royal Mail Special Delivery. For non-confidential documents or mini cassettes we recommend Hermes.
What am I agreeing to when/if I go ahead?
There is no minimum requirement of work: you can send whatever you like, whenever you like. Clients are billed on a monthly basis at the end of the month in which the work was completed. You only pay for work undertaken and per task and, as we are self-employed, there is no need to worry about pension contributions, sick pay, etc., as with permanent contracted members of staff.
How quickly can I have my work back to me?
Our hours are Monday to Friday, 9am to 5pm. We aim to complete and return work to our clients within 24-48 hours, with the exception of very lengthy audio dictation or interviews, for which we will advise on turnaround times or work with you to your requested deadlines. Audio typing under an hour’s duration can be returned quickly; files over an hour can take longer, e.g. 2-3 days. We take pride in keeping in touch with our clients to keep them informed and giving a transparent service; we can always provide you with an estimate.
How much does it cost?
See our information on Prices for further details. Please don’t hesitate to get in touch for a quote.
How do I pay you?
We bill monthly on the last working day of each month and our payment terms are within 14 days as standard, but can extend this to 28 days if more appropriate for your accounting processes. We accept payment via BACS and by cheque.
What formats do you accept?
All types of dictated audio sound file format are accepted. We also accept scanned handwritten work for copy typing, or alternatively this can simply be sent by post. We also accept mini-cassette tapes, which can be sent by post.
What about confidentiality?
This is extremely important to us. The methods and ways in which we carry out your work are such that everything is secure and up-to-date in terms of spyware, malware, anti-virus and password protection. We can encrypt and password protect documents if required. We are registered under the Data Protection Act. No physical documents are stored: everything is electronic. Any documents that are printed will be cross-cut shredded and disposed of securely. All work is saved onto an encrypted and password protected USB drive and will be permanently deleted 48 hours after completion, and sooner, if this is specifically requested. We have completely ensured that everything is safe, the materials we handle are virus-checked and safe to send and receive, thus there is no threat to the safety of client’s documentation and files. We are happy to sign any Confidentiality or Non-Disclosure Agreements. All of our vetted UK-based staff have signed a Confidentiality Agreement, a copy of which, along with a copy of our security policies, are available on request.
Which areas of the UK do you cover?
The beauty of being a VA is that there is no geographical limit to the assistance you can provide businesses and individuals – all over the UK, and the world!