Health Care Administrative Virtual Assistant
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AI Summary
The assistant will manage daily operational tasks including care coordination, staff scheduling, and payroll support for a home care agency. They will also ensure regulatory compliance by maintaining staff records and preparing documentation for audits.
This is a remote position.
Role Overview:
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
The Healthcare Administrative Virtual Assistant will be responsible for supporting the operations team with routine administrative and coordination tasks, including but not limited to:
Operations & Care Coordination
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Coordinate with carers, clients, patients, and family members regarding care schedules and service updates.
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Assist with staff rota (schedule) management using the company's care management software.
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Handle routine operational communications via company email and WhatsApp.
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Respond to schedule changes, cancellations, appointment requests, and other care-related updates.
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Support the office team with general day-to-day operational tasks.
Compliance Administration
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Assist with maintaining staff compliance records.
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Perform and monitor Right to Work checks.
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Assist with DBS (background check) administration.
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Track training records, proof of address, and other regulatory documentation.
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Help prepare documentation for compliance audits.
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Learn and follow Care Quality Commission (CQC) standards and company procedures.
Payroll & Administrative Support
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Review and organize weekly staff timesheets.
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Assist with payroll preparation by ensuring timesheets are complete and accurate.
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Prepare and process invoices using the company's invoicing software.
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Support the accountant by maintaining accurate administrative records.
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Perform general document management and data entry tasks.
General Administrative Duties
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Maintain organized digital records.
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Support routine office administration.
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Follow company SOPs and internal processes.
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Handle confidential patient and employee information with professionalism and discretion.
Qualifications:
Required
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Previous experience as an Administrative or Executive Virtual Assistant.
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Strong Microsoft Office skills (Excel, Word, Outlook).
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Excellent written and verbal English communication skills.
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Highly organized with strong attention to detail.
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Ability to multitask and prioritize in a fast-paced environment.
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Willingness to learn UK healthcare regulations and company processes.
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Ability to maintain strict confidentiality and sign a Non-Disclosure Agreement (NDA).
Preferred
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Background in healthcare, nursing, medical administration, or allied health.
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Familiarity with UK healthcare or home care services is an advantage.
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Understanding of basic medical terminology (e.g., blood pressure, infections, medications).
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Experience supporting regulated healthcare environments.
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Experience with compliance documentation and staff onboarding.
Ideal Candidate Profile, we are looking for someone who:
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Has a healthcare mindset and enjoys supporting care services.
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Is dependable, flexible, and eager to learn.
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Can work independently while collaborating closely with the operations team.
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Demonstrates professionalism when handling confidential healthcare information.
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Thrives in a structured, process-driven environment while adapting to changing priorities.
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Is committed to delivering excellent administrative support that contributes to high-quality patient care.
Tools & Systems, the successful candidate should be comfortable using or learning:
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Microsoft Excel
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Microsoft Word
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Outlook / Company Email
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WhatsApp
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Online care management software (training provided)
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Online timesheet management system
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Invoicing software
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Digital document management systems
- Training will be provided on all company-specific platforms and processes.
Shifts & Hours:
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Employment Type: Full-time
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Working Hours: 8:00 AM – 6:00 PM (UK Time)
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Occasional after-hours messages may require acknowledgment or action, particularly regarding urgent client schedule updates or care changes.
Target Start Date: October 1
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