Virtual Assistant

I am a forensic psychologist specialising in therapy for individuals with complex trauma. Additionally, I provide expert witness services for families in criminal courts, conducting psychological assessments as needed. To streamline my workload and enhance productivity, I am seeking a dedicated virtual assistant to support me in various administrative and digital tasks.

Essential:
1. Email Organisation(!!!): Declutter and organise emails, followed by ongoing email management.
a. Inbox management: managing incoming calls, emails, and texts; virtual reception?
b. Need to change my phone service
2. Task Reminders: Provide timely reminders for important deadlines such as upcoming report due dates.
3. Data Management: Maintain databases for service users (Clinix) and expert witness cases (excel), including session attendance, payment status, case numbers, invoice tracking, and medical records.
4. Calendar Management: Manage and update my calendar with appointments, meetings, and events.
a. booking appointments and moving time blocks around when rescheduling is needed.
b. Maybe looking to implement something like Calendly and link to Zoom (would need to see if it can link to my Gcal)
5. Financial Administration: Assist with invoicing, income tracking, and expense management (including tracking upwork payments). Currently invoices are created in Canva manually.
a. My accountants use Xero
b. sending gentle reminders to clients due for payments
c. expense tracking
d. budget monitoring – example when needing to purchase CPD/psychometrics, ensuring liquidity to do so/ensuring overhead costs are covered
6. Content Editing: Edit and format content for digital products, including eBooks, freebies, and social media posts using tools like Canva
7. Telehealth admin
a. Document Processing: online sign-up sheets, liability agreements, consent forms
b. Assist in client registrations; confirm and schedule appointments

Desirable:
1. Social Media Management: Ability to manage and schedule content across various social media platforms.
a. Marketing: like content creation, social media outreach, media planning, social media posting
b. Sourcing images and creating visual assets for social posts
c. Scheduling posts according to your content calendar
d. Content curation – find and share posts that my audience will find interesting and relevant. Adding value to other people’s content by way of analysis or new creative spins
e. Replying to comments and direct messages
f. Researching hashtags, trends, or competitors.
g. Finding quality information for topics, services, articles, market trends, and anything else I need to drive revenue.
h. Reporting on analytics
2. Email Marketing: Experience with platforms like ConvertKit or MailChimp to help build and manage email lists
a. Plan to create a blog and newsletter in med- to long-term
b. create and design email templates, strategise your campaigns
3. Website management
a. Web dev skills – enough knowledge to make tweaks and updates to my website, including event announcements and new digital product additions.
b. Global reach and local SEO
c. Understanding of Google Analytics for website traffic analysis.
4. Online business management: help with recruiting more people for my team, conduct market research, track and report on business metrics
a. help me effectively position my business so that the right people seeking the help I provide can find it faster
5. SamCart experience: Familiarity with SamCart for storing and managing digital products.
a. Plan to launch an online course and then series of online courses. Currently have an ebook

Requirements:
• Strong organizational and communication skills.
• Ability to work independently and meet deadlines.
• Attention to detail and accuracy in data entry and management.
• Prior experience in administrative support or virtual assistance roles (preferably in the mental health sphere).
• Confidentiality and professionalism in handling sensitive information.
• Assist with Prioritisation/business planning