About the Role
A Virtual Assistant works closely with Senior Staff Members to perform a range of tasks including reviewing emails, transcription and minuting, document preparation, invoicing, filing systems and compliance reviews, data entry and updating policies and procedures. This role provides Administrative support to the organization, completing tasks required on an ad-hoc basis to ensure senior staff members are freed up to perform tasks best suited to their skill set
Key Responsibilities:
Email Management
• Reviewing senior staff members emails as received and triaging (forwarding to relevant staff member, responding where appropriate)
• Compiling a list of emails to be actioned for review and discussion with senior staff at the end of each day
Transcription and minuting
• Dialing in to meetings and recording minutes for senior staff
• Transcribing case notes provided as voice messages Document Preparation
• Assisting frontline staff by prefilling documentation and sending directly to clients/stakeholders for review/signing.
Review Filing Systems and Compliance
• Review and assess the organization’s filing systems to ensure they are efficient, organized, and compliant with relevant record-keeping requirements.
Data Entry
• Accurate and timely data entry into databases or electronic systems. Updating Policies and Procedures
• Review existing policies, identify gaps or areas requiring improvement, and collaborate with relevant stakeholders to update and communicate revised policies and procedures.
Review NDIS Policies
• Review NDIS policies and guidelines to ensure compliance and monitor changes in NDIS regulations and communicate updates to relevant staff members.
Social Media Support (Minimal)
• Provide occasional support with basic content creation or scheduling.
Qualifications:
• A bachelor’s degree in a relevant field, such as business administration, quality management, or a related discipline
• Experience in Virtual Assistant Role
• Ability to work proactively and autonomously is a must
• Familiarity with compliance frameworks and audit processes is advantageous