Frequently Asked Questions (FAQs)

What is a Virtual Assistant?

A V.A is like your dream administrator but without the commitment of monthly PAYE, pension and National Insurance contributions. They can be a part of your team for as long or as little as you like. They can get on with things quietly in the background and tick off items on your never-ending to do list. In short they are made to make small business owners lives easier. Imagine looking at that dreaded to do list and being able to offload things you don’t enjoy doing, don’t have time for, are below your pay grade or are something you don’t really feel competent at. Now imagine the team of people required to help you achieve that, only, in this case it’s just one person who is used to juggling multiple tasks at the same time, prides themselves on their ability to meet deadlines, likes to be held accountable for the work they do. Sounds great doesn’t it – that’s a V.A.

What services do you offer?

A wide range of services largely geared towards small businesses in the Private Health and Wellbeing sector. We have a keen interest in keeping your social media current and engaging, your customers satisfied and informed, and your databases up to date (we use Cliniko and Asana are happy to assist with setting those up and maintaining them). We split work between our super admin duo as we have complimentary skillsets – for more information on what experience we each have see our About Us page.

How much do you charge?

We would discuss your needs and expectations as part of our clarity call which you can arrange here or on our Contact Us page. Our prices vary depending on the level of intricacy and experience required to carry out the task. We do also quote for packages of work if there is a one off project you would like assistance with. The great thing is we can help on a one off basis, weekly, fornightly, monthly, whatever you need. You don’t have the same commitment to us that you would have with any other employed member of staff – you can view the specifics in our Terms & Conditions which you will receive together with your letter of engagement. It is our goal to provide flexibility and problem solving to your working week.

I could pay someone minimum wage to do that – why would I pay you above that?

As mentioned above you don’t have the same commitments to us so you aren’t responsible for PAYE, Pension contributions, National Insurance, Sick Days, Annual Leave etc. so you don’t have those associated costs to factor into working with us. The cost of having our help is set out for you in our letter of engagement once a price has been agreed as part of our clarity call. We ensure that we invest time in getting to know any company we work with and want you to feel trust in us – if you don’t feel we’re right for you we wish you well in your search for the right support team.

What sort of people do you work with?

Mostly we work with small businesses in the private health and wellbeing sector but we can work with anyone who needs administrative support. We’ve worked with Personal Trainers, Beauticians, Sports Therapists, Locksmiths, Podiatrists, Gardeners – there is no limitation to who we can support but the majority of our combined experience is in health and wellbeing but ultimately good administrative support makes the world go round and we’re proud to provide that whatever your company does. Don't believe us? Check out our testimonials.

How do I start the process of using your services?

Get in touch with us for a clarity call – we will use this Zoom meeting as an opportunity to get to know you, your business, what you’re looking for from us, discuss how often you would like our support and what we would charge for it. If you decide to go ahead with us we will put together a welcome pack for you which includes a letter of engagement (setting out everything we agreed to in the call) and our Terms and Conditions so everyone knows where they stand. We think accountability is so important when you’re trusting us with your business so we like to cross the t’s and dot the i’s.

How do you get paid?

We invoice for our time and ask that we be paid by bank transfer into the account provided within 14 days of the invoice being issued. This is set out in our Terms and Conditions.

What if my commitments change and I need to alter our working arrangements?

Our Terms and Conditions set out notice periods for us and our clients so that everyone has the option to dissolve the partnership if they wish to but notice is required – the same amount would be rendered by us as by you. If you need to adjust how often you use us on a temporary basis get in touch and we can come to an arrangement. Ultimately we’re here to assist you and your businesses needs so let us know what you need and we’ll do our best to make it happen.

I want to give feedback on your services – how do I do that?

E-mail us; feedback is the breakfast of champions and we all need it to improve. We want to hear if you’re pleased with our work but if for any reason you’re not please speak up. As part of our accountability we want to know we’re providing the level of service you expected and if we’re not we want to make it right.

What insurances do you have in place if something goes wrong?

We have Professional Indemnity insurance, Public Liability insurance, Cyber insurance and Contents insurance all to ensure that all parties are covered in the event of any unforeseen circumstances, this is as much for your peace of mind as ours.

What happens if you don’t deliver something that was agreed in our letter of engagement?

If we haven’t completed a task by a deadline we agreed to we will not charge you for that time. If however the deadline was mutually consented to being moved we will be required to charge you for the time taken.

How do I know if our values align?

Let us reassure you – we are a team of natural born organisers who use their positive attitude and detail orientation to pre-empt your needs, solve your problems and make you wonder how you ever coped without us.

Our mission statement: We empower small business owners to hand over the smaller details of their business so they can focus on the big picture activities.

If there are any questions you don’t feel have been answered here please get in touch and we’ll get back to you withing 2 working days with a response. Thanks for your interest in Organised Chaos Virtual Assistants.