[Hiring] Healthcare Administrative Virtual Assistant @Virtual Colleague Philippines

Role Description

We are seeking a proactive, detail-oriented, and highly organized Healthcare Administrative Virtual Assistant to support the day-to-day operations of a UK-based home care agency. This role serves as an extension of our in-house operations team, providing administrative and operational support to ensure high-quality care delivery while maintaining compliance with UK healthcare regulations. The ideal candidate has a healthcare background, strong administrative skills, excellent communication abilities, and is eager to learn the UK's home care compliance requirements.

Scope of Work

• Operations & Care Coordination
  • Coordinate with carers, clients, patients, and family members regarding care schedules and service updates.
  • Assist with staff rota (schedule) management using the company's care management software.
  • Handle routine operational communications via company email and WhatsApp.
  • Respond to schedule changes, cancellations, appointment requests, and other care-related updates.
  • Support the office team with general day-to-day operational tasks.
• Compliance Administration
  • Assist with maintaining staff compliance records.
  • Perform and monitor Right to Work checks.
  • Assist with DBS (background check) administration.
  • Track training records, proof of address, and other regulatory documentation.
  • Help prepare documentation for compliance audits.
  • Learn and follow Care Quality Commission (CQC) standards and company procedures.
• Payroll & Administrative Support
  • Review and organize weekly staff timesheets.
  • Assist with payroll preparation by ensuring timesheets are complete and accurate.
  • Prepare and process invoices using the company's invoicing software.
  • Support the accountant by maintaining accurate administrative records.
  • Perform general document management and data entry tasks.
• General Administrative Duties
  • Maintain organized digital records.
  • Support routine office administration.
  • Follow company SOPs and internal processes.
  • Handle confidential patient and employee information with professionalism and discretion.

Qualifications

• Required
  • Previous experience as an Administrative or Executive Virtual Assistant.
  • Strong Microsoft Office skills (Excel, Word, Outlook).
  • Excellent written and verbal English communication skills.
  • Highly organized with strong attention to detail.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Willingness to learn UK healthcare regulations and company processes.
  • Ability to maintain strict confidentiality and sign a Non-Disclosure Agreement (NDA).
• Preferred
  • Background in healthcare, nursing, medical administration, or allied health.
  • Familiarity with UK healthcare or home care services is an advantage.
  • Understanding of basic medical terminology (e.g., blood pressure, infections, medications).
  • Experience supporting regulated healthcare environments.
  • Experience with compliance documentation and staff onboarding.

Ideal Candidate Profile

• Has a healthcare mindset and enjoys supporting care services.
• Is dependable, flexible, and eager to learn.
• Can work independently while collaborating closely with the operations team.
• Demonstrates professionalism when handling confidential healthcare information.
• Thrives in a structured, process-driven environment while adapting to changing priorities.
• Is committed to delivering excellent administrative support that contributes to high-quality patient care.

Tools & Systems

• Microsoft Excel
• Microsoft Word
• Outlook / Company Email
• WhatsApp
• Online care management software (training provided)
• Online timesheet management system
• Invoicing software
• Digital document management systems

Shifts & Hours

• Employment Type: Full-time
• Working Hours: 8:00 AM – 6:00 PM (UK Time)
• Occasional after-hours messages may require acknowledgment or action, particularly regarding urgent client schedule updates or care changes.
• Target Start Date: October 1