- About Me
- My Top 6 Pivotal Values
- Who I’m best for
- What It’s Like to Work with Me
- Why the Squirrel?
- What Clients Say
- How We Can Start Working Together
- Legal & Professional Information
If you’re going to put your inbox, diary and client information in someone else’s hands, you need to know what they stand for. These are the principles that underpin STERBAVA.
Professionalism
You should always feel confident putting my name in front of your clients and colleagues. I’m punctual, prepared and respectful of your time – and I represent your business as carefully as my own.
Precision
Details matter. I came from a world where one wrong date on Mental Health Act paperwork could have legal consequences. I check the fine print, keep records tidy and build systems that don’t rely on memory.
Integrity
You’re trusting me with your business, your reputation and often very sensitive information. I’m honest about what I can do, clear about boundaries, and I treat your data with the same care I gave to patient records.
Calm
Chaos doesn’t help anyone think clearly. My job is to bring a steady, grounded presence to your admin—smoothing spikes, absorbing noise and giving you space to make good decisions.
Communication
You should never be wondering “What’s happening with that?”. I keep you in the loop with short, clear updates, ask questions when something isn’t clear and make sure we’re always on the same page.
Initiative
I don’t sit and wait for instructions. If I spot a clash, a missing step or a smarter way of doing something, I’ll flag it and suggest a fix. You still decide; I make it easier by scouting the options.
I’m the right fit if you:
- Run a clinical, therapeutic or care‑adjacent service where admin and risk are tightly linked – for example consultants, therapy practices, private clinics or care providers.
- Juggle hearings, reviews, reports, supervision, supervision notes or board‑level responsibilities and need someone who already understands how serious timelines, documentation and confidentiality are.
- Want a calm, organised partner who will quietly spot clashes, gaps and risks in the background, not just “do what’s on the list”.
- Prefer clear, direct communication, tidy systems and documents you can actually reuse – not more noise or complexity.
I also happily support other small business owners outside healthcare with inbox and diary management, systems, documents and design‑adjacent tasks. If you value clarity, discretion and well‑built back‑office foundations, we’ll work well together – whatever your industry.
Clients describe me as organised, clear and unflappable.
In practice, that looks like:
- Your inbox being triaged so you only see what truly needs you.
- Your diary arranged in a way that protects focus time, not just crams in meetings.
- Your documents, forms and spreadsheets set up so you can actually find and reuse them.
- Your operations running in the background without you constantly checking or chasing.
I don’t wait to be told every step. If I see a clash, a missing piece or a better way of doing something, I’ll flag it and suggest a fix. You still make the decisions; I make them easier and safer to take.
You probably noticed a squirrel in my logo and in some of my photos.
That’s intentional.
The squirrel is a reminder that good admin isn’t flashy.
It’s steady, reliable and quietly protective.
In my spare time, I build trust with wild squirrels. It takes patience, calm consistency and a real respect for boundaries. You can’t rush it, and you can’t fake it. They only come close when they feel safe.
That’s how I see my work with clients, too.
- I scout
I look ahead for risks and bottlenecks—diary clashes, missing information, deadline risks, compliance gaps. - I secure
I organise your inbox, files and workflows so everything is where you need it, when you need it. You know what’s happening, and nothing important slips through.
"Tom demonstrates a patient-centred approach at all times... He is approachable, knowledgeable, and caring in manner and works to a high standard. He is a pleasure to work with and an asset to the organisation."
"Thank you for being so clear and helpful with all your organisation of everything – we work with many different hospitals, none of them manage things as well as you seem to. It is much appreciated!"
"Thank you so much ... and really really helpful and clear email. The communication from yourself is always so organised and clear. It really does help in coordinating our diaries and making sure that we can link in with you. Thank you for all your help. I really do appreciate it!"
"Faultless communication. In particular, Tom provided excellent communication around meetings, incidents, and patient updates."
"I have worked with Tom for about 3 years and have always found him to be efficient, respectful, and professional. His written communication is always clear, concise, and timely."
"Tom excels with his exceptional organisational skills and IT acumen. He consistently stays on top of tasks and ensures that doctors remain on track with their responsibilities."
"Tom is personable, experienced and knowledgeable in his field... He listens carefully to the project requirements and is open to ideas and needs of the client."
"Tom was excellent at coordinating CTRs and the six-monthly ICB Quality visits. He is the first point of contact and handles it professionally."
"Tom is an excellent Mental Health Act (1983, 2007) Compliance administrator. His attention to detail in preparation for hearings, during the actual hearing, and in completing paperwork after, is exemplary in each case."
"Tom is very good at notifying everyone of any changes to dates or times. His communication is very thorough, and clinical issues or updates on risks are always reported quickly."
"I have had the pleasure of working alongside Tom in an inpatient rehabilitation hospital. I can confidently state that Tom was an invaluable member of the team. He consistently demonstrated exceptional efficiency in managing administrative responsibilities, ensuring that processes ran smoothly and that patients received the highest standard of care and support. Highly organised and dependable, he thrived in a fast-paced environment and could always be relied upon to deliver. What sets him apart was his creativity and problem-solving ability. He approached challenges with an innovative mindset, often identifying practical solutions that improved workflows and overall service delivery. His strong work ethic was evident in everything he did, and he consistently advocated for best practices, always keeping patient wellbeing at the centre of his decisions. His willingness to go above and beyond made a lasting impact on the entire team. He was always ready to offer support wherever it was needed, even at personal inconvenience, fostering a collaborative and positive working environment. Professional, proactive, and genuinely dedicated, Tom not only excelled in his role but also positively impacted those around him. I would highly recommend him to any organisation seeking a committed, innovative, and compassionate professional."
"I had the pleasure of working with Tom, and he is a person of outstanding character and high moral values. Tom never leaves a task unfinished and always puts his all into everything he does. What really sets Tom apart is his exceptional ability to connect with and help others. I appreciated his patient approach and his willingness to take the time to explain things when I didn’t quite understand. His dedication to helping others achieve their goals is remarkable, and he goes above and beyond to provide support whenever needed. Tom is an excellent communicator who shares his ideas clearly and helps create a positive, collaborative work environment. His work ethic, integrity, and compassion make him an exceptional professional, and I would recommend him to anyone seeking a dedicated and trustworthy partner."
"He is incredibly dedicated to his work, and his approach is methodical and organised."
If you’re reading this page, you’re probably already thinking, “I can’t keep doing all of this myself.”
The next step is simple:
- Tell me what’s causing you the most stress right now—your inbox, your diary, your documents, or something else.
- I’ll suggest a straightforward way to start, either ad‑hoc or with a small retainer so you can feel the difference without a huge commitment.
I support clients in both the UK and the Czech Republic, applying equivalent standards of confidentiality and data protection in each country.
Professional Registrations/Licenses
- Insured with PolicyBee for public liability and professional indemnity.
- Committed to safeguarding your data hence registered with ICO under UK GDPR.
- Avast BreachGuard - I ensure your data stays private and secure from online threats and data breaches.
Memberships
- FreeAgent, Monitored by HMRC for Money Laundering Regulations.
Other Licences
- Canva
- Adobe InDesign
- Adobe Premiere Pro
- MS Office
Legal Information (UK)
Your Questions Answered
What is STERBAVA and how do you work?
STERBAVA is a clinical-grade virtual assistant service that works remotely to manage admin, operations, and related support so clients can focus on delivery, decisions, and growth.
The service is built around secure, professional handling of inboxes, diaries, systems, patient or client admin, and operational tasks.
Who is STERBAVA for?
I work with clinicians and therapists, solopreneurs, small business owners, and SME directors who need trusted, professional support behind the scenes.
If you’re overwhelmed by admin, constantly interrupted, or simply tired of trying to hold everything together yourself, I’m here to take some of that weight off.
What makes STERBAVA different from a general VA?
STERBAVA is built around calm, capable, clinical-grade support.
My background in Medical Secretary work and Mental Health Act compliance means I bring a high level of confidentiality, structure, and professional care to the way I work.
I’m not in healthcare — can I still work with you?
Yes.
While my background is rooted in healthcare and compliance, I also support small business owners and directors who want a reliable, discreet, and well-organised right hand.
What can you help me with?
I provide remote support with admin, operations, coordination, inbox and diary management, scheduling, research, data entry, and selected business or creative tasks depending on what you need.
The aim is always the same: to reduce the noise, improve the flow of your work, and free you up to focus on the parts only you can do.
How much do you charge?
My standard specialist rate is £35 per hour.
That reflects the level of care, professionalism, and specialist experience I bring to the work.
Do you offer one-off help or ongoing support?
Both.
You can bring me in for a focused project, ad-hoc support, or ongoing help that fits the way you actually work.
Can I choose which services I use my hours for?
Yes. Your hours can be used flexibly across my service areas, as long as the work fits within my scope and capacity. We’ll agree priorities up front so you know what will be covered.
Why not just hire an employee?
For many clients, working with a virtual assistant is a more flexible and cost-effective option because you only pay for productive hours.
It can also remove the added costs and commitments that come with employment, such as NI, pension, equipment, and other overheads.
How do we get started?
We begin with an email conversation about what’s going on, what support you need, and whether I’m the right fit.
If it feels promising, we book a complimentary 30-minute discovery call and take it from there.
What if I’m not sure what to delegate yet?
That’s completely fine. A lot of clients come to me knowing they need help, but not yet knowing exactly what that help should look like, and we can work that out together.
When does work start?
For new clients, work starts once we’ve agreed the scope, signed the Client Agreement and, where relevant, received the first invoice payment. For ongoing clients, work continues within the agreed monthly hours.
How will we communicate?
Day to day, we usually work by email so everything is clear and there is a written record to refer back to.
For your discovery call and occasional check-ins, we can meet on Zoom or Teams.
Will I need to change all my systems?
No — not unless there is a very good reason to. I aim to work in a way that supports your business and reduces stress, not one that creates extra complexity for the sake of it.
Which legal terms apply if I’m in the UK or the Czech Republic?
Clients based in either the UK or the Czech Republic work under local terms. You’ll receive a country‑specific Terms of Business, Booking Form and Data Processing Agreement so that our paperwork aligns with your local legal requirements and court system.
Do you work remotely?
Yes — STERBAVA is a remote service.
That means I support you virtually using email, video calls, and the tools needed to keep things moving smoothly.
Where are your clients based?
I primarily work with clients in the UK and the Czech Republic.
I’m also happy to discuss other time zones if it feels like the right fit.
Do you handle sensitive or confidential work?
Yes.
Confidentiality is a core part of how I work, and I treat your information with the same care and discretion that would be expected in more sensitive professional settings.
Do you use contracts and clear terms?
Yes — I provide clear business terms, a contract, and agreed expectations before work begins.
That way, both of us know exactly what is being delivered, how we’ll work together, and what to expect.
What if something doesn’t go as planned?
If something feels off or isn’t working for you, email me as soon as you can. I’ll review what’s happened, correct any issues within my control, and adjust our process so it doesn’t repeat.
What if we realise we’re not the right fit?
That can happen, and it’s okay. If either of us feels the match isn’t quite right, we’ll wrap up any agreed work, follow the notice terms in the Client Agreement, and part on good terms.