Virtual Administrative Assistant-Remote

Employer: Rain or Shine Therapy

Position: Virtual Administrative Assistant

Salary: £20.00 per hour 

Job Types:Part-time  

Work location:Remote

FULL JOB DESCRIPTION

Virtual Administrative Assistant (LGBTQ+ Affirmative Psychotherapy Practice)

Hours: up to 6 hours per week / 26 hours per month (flexible working) until April 2029.

Application closing date: 22nd May 2026

Interviews: Week commencing 1st June 2026

Job start date: Week commencing 22nd June 2026

About the Role

This is a fully remote administrative role supporting an Lesbian, Gay, Bisexual, Trans and Queer (LGBTQ+) and GSRD (Gender, Sexuality and Relationship Diversity) affirmative online psychotherapy practice. The role includes client-facing and internal business administration tasks, and ADHD support related tasks..

You will play an important part in ensuring that clients have an affirming, well organised and smooth therapeutic journey.

The position is funded via Access to Work. As such, a key part of the role is providing organisational, administrative and practical support that helps minimise the impact of the employer’s ADHD on the day-to-day running of the practice. This involves assisting with new client administrative tasks, current client queries, business systems, scheduling, and other executive-function– related and organizational administrative demands.

Key Responsibilities

Client Administration

• Communicate with clients via email and text, often using established templates.
• Manage clients’ progress through the full client journey, from initial enquiry to onboarding and eventual exit.
• Maintain the client waiting list and ensure all relevant information is kept up to date.
• Track attendance, cancellations, payment status and administrative notes.
• Handle scheduling, calendar management and appointment changes using practice management software (e.g., Zanda).

Business Operations & Record Keeping

• Maintain and update spreadsheets using Google Sheets.
• Keep accurate financial records, including checking payments and supporting monthly financial summaries.
• Set up and maintain digital filing and workflow systems.
• Use task-management tools (e.g., Todoist) to organise and record completed work.
• Flag issues, gaps or inefficiencies in existing systems and collaborate with the employer to develop workable solutions.

ADHD-Related Executive Support (Business-Focused)

• Support establishing and maintaining organisational systems that reduce ADHD-related administrative barriers.
• Assist in creating and maintaining structures and routines (e.g., calendar reminders, filing systems, communication processes) that help business operations run smoothly.
• Take initiative in identifying tasks that require attention and support the employer to follow through on them.

Social Media & Communications

• Draft, schedule and upload content aligned with the practice’s values.
• Manage social media dashboards, respond appropriately to messages, and create simple graphics.
• Maintain consistent, professional and affirming messaging across all platforms.

Contingency Communication

• In the rare event that the employer is incapacitated (e.g., serious illness), use a prepared statement to notify clients and signpost them to alternative support.

Person Specification

Essential Personal Qualities

• Warm, friendly and professional communication style.
• Strong alignment with LGBTQ+/GSRD-affirmative and anti-oppressive values.
• Demonstrated understanding of and sensitivity to LGBTQ+, neurodivergent and other marginalised identities (through training or lived experience).
• Organised, reliable and proactive, with a “can do” attitude.
• Able to work independently while also responding well to guidance.
• Comfortable adapting to the changing needs of a small and evolving therapy practice.

Essential Skills & Abilities

• Minimum of 2 years’ experience in a similar administrative role (20+ hours per week or comparable).
• High level of digital literacy and confidence using platforms such as- Google Workspace (Docs, Sheets, Forms); Practice management software (e.g., Power Diary or equivalent) ; Accounting tools
• Strong organisational and time-management skills.
• Excellent written communication and attention to detail.
• Financial literacy, including tracking payments and working with basic bookkeeping data.
• Ability to absorb new systems quickly and maintain accurate records.

Desirable Skills & Experience

• 3+ years’ experience in a similar role.
• Experience working in a psychotherapy, counselling, or mental-health setting.
• Experience working in a small business context.
• Experience in a role supporting neurodivergent people
• Experience in a role supporting LGBTQ+/GSRD people
• Experience with social media content creation and basic design tools.
• Familiarity with LGBTQ+ mental health needs.
• Lived experience of LGBTQ+ and/or neurodivergent identities (welcome but not required).

Qualifications

Essential:

• GCSE (or equivalent) English Language – Grade C/5 or above
• GCSE (or equivalent) Mathematics – Grade C/5 or above

Tasks

The role includes, but is not limited to, the following:

• Managing client enquiries, waitlist communications and onboarding.
• Using templates to send emails and texts through Zanda practice management software
• Updating client progress and essential data in Google Sheets.
• Managing calendars, appointments and scheduling.
• Checking payments via accounting software.
• Using Todoist to keep a record of tasks and deadlines.
• Creating and uploading occasional social media content; responding to messages; managing dashboards.
• Following an established protocol to contact clients if CJ is unexpectedly incapacitated.

Terms and Conditions

• This is a remote, self-employed position.
• Hours are flexible, with the exception of regular check-ins:

o Twice weekly during the first phase of the role

o Weekly once settled

• You must:

o Be available to commit for 3 months, as a minimum

o Have access to appropriate technology (laptop/tablet, reliable internet)

o Register with HMRC as a sole trader or limited company

o Be responsible for your own tax, National Insurance and ICO registration

o Maintain secure digital records in line with GDPR

o Invoice fortnightly/monthly for hours worked

o Complete a 3-month trial period

o Sign a confidentiality agreement

How to Apply

Please email CJ at cj@rainorshinetherapy.co.uk with:

1. A personal statement of up to 500 words explaining why you believe you are a good fit for the role, addressing the person specification

2. A CV that clearly outlines relevant experience

If you need any accessibility accommodations during the application process (for reasons including disability, neurodivergence, or language), you are welcome to get in touch via email to discuss what we can do to support you. Please email cj@rainorshinetherapy.co.uk

Application deadline: 22nd May 2026

You will receive a response by 29th May 2026, indicating whether you are invited to the next stage.

Shortlisted applicants will be invited to an informal interview via Zoom during the week commencing 1st June 2026 and will be informed of the result of their interview by 6th June at the latest.

The start date will be arranged in the window between the 22nd and 26th June 2026

Benefits:

• Casual dress
• Work from home

Education:

• GCSE or equivalent (required)

Work Location: Remote

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APPLICATION PROCESS

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