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What is a Virtual Personal Assistant?
A named Personal Assistant employed by us, based in our office but available to you as and when you need to answer and handle your calls (in your company name) and deal with your administration pretty much as you would expect from any secretary. Technology makes it happen but using it is easy.
How does the call answering service work?
You may never meet your virtual PA. Some do, some don’t, your choice. Simple technology available to everyone means you can divert your own business or personal or mobile or any number of lines to your virtual PA and none of your callers will be any the wiser because the call is answered in your company name, by a person your callers will come to know and trust, who is fully informed about you and your business.
Call your telephone provider and ask for your phone line to have its call divert function activated. We then recommend you divert all the calls that would otherwise go unanswered or reach a busy line permanently, you can flex the 'all call' divert as you like. Any problems, we can always help you with this.
What about virtual business support?
Your PA is available to help you with any administration task you require leaving you free to concentrate on running and growing your business.
Diary management
Your PA will manage your on-line diary for you, making necessary appointments and confirming meetings on your behalf. She can do this on-line so that you can share it, remotely or can take total charge of your diary herself, reminding you of what you should be doing and advising you of where you need to be and when.
Arrange couriers
Your PA can arrange for parcels to be collected or delivered as necessary. We have an on-line facility set up with Royal Mail that allows us to enjoy benefits such as no extra charge for same day delivery.
Shop on-line
Ordering flowers or gifts can be time consuming. Why not get your PA to do this for you – she will even remind you of those important birthdays or occasions.
Chase invoices
If you feel uncomfortable chasing clients for payments due, let your PA have the unpaid invoices file and she’ll give them a nudge, that way you get to protect your customer relationship with them whilst your PA makes friends with someone in the accounts department.
Check your e-mails
You can attend a long lunch appointment or even go on holiday knowing that your emails will be checked and actioned as necessary.
Fax to Email
If we receive a fax on your behalf and you don’t have a fax machine close by, we can forward you a copy of the document as an email attachment.
Remote access to your dedicated voice box
If you have callers ring outside our working hours, they have the option to leave a message on your dedicated voicemail box. You can call in on your own number and retrieve these messages whenever you please.
Access messages on-line
We can offer you a web based email address, which will enable you to access all your messages online.
Use of our dictation line facility
If you want your PA to type up a letter or send an invoice out for you, all you need to do is call one number, leave your instructions and let us do the rest.
0800 and 0845 numbers
We work in partnership with a company who has a list of non-geographic numbers that we can provide for you FREE of charge.
Mailing address provision and virtual office service
A business address in a Business Park can create the right impression for you. Your PA will receive your post and action it as you require, she can even bank your cheques! (Relevant identification is required as per our terms and conditions.)
Meeting room
We have a meeting room we hire out by the hour; this is fully fitted with PC and internet connection.
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