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Executive ops, inbox and diary control
For consultants, directors and practice owners who need their week to run on purpose, not on autopilot.
- Your inbox and diary are kept in line—follow‑ups sent, slots protected, and clashes avoided.
- Diary shaped around focus time, client time and recovery time – not just “wherever there’s a gap”.
- Your forms, templates, letters and smart sheets are cleaned up, branded and easy to reuse.
- Your presentations, handouts look consistent with your brand.
- Your one‑off tasks and “can you just…” jobs finally have somewhere to go.
- Meeting prep, notes and follow‑up handled so decisions don’t get lost.
Using Adobe InDesign, Premiere Pro and Canva, I match the standard you want clients to see.
Clinical‑grade practice admin handled by someone used to CQC scrutiny and legal frameworks.
For clinicians, therapists and services that need their paperwork to match the standard of their care.
- Hearings, reviews and MDTs organised with clear timelines and documents.
- Your inbox is triaged so urgent clinical matters are never buried.
- Your diary and appointments run smoothly, with links and details in the right place.
- Your patient records and documents are handled with GDPR‑level care.
- Your letters, forms and reports leave the building clear, accurate and professional.
- Templates, trackers and records that make sense to you and your teams.
Experience includes systems such as Jelly, Carenotes, Healthcode, Office 365, Teams, and Zoom.
Systems, templates and documentation
When you’re responsible for everything, operations can easily become a pile of half‑finished ideas. I turn that into something structured and trackable. For teams who want their operations to feel lighter, clearer and safer.
- Your key processes are mapped and simplified so you know what happens, when, and by whom.
- Your data lives in smart spreadsheets and trackers, not scattered files.
- Forms, trackers and spreadsheets designed so you can find what you need, when you need it.
- Your travel, meetings and logistics are handled without constant back‑and‑forth.
- Your invoicing and admin rhythms are regular, not last‑minute scrambles.
- SOPs, induction guides and how‑tos that people actually read and follow.
- Refinement of existing systems rather than throwing everything out and starting again.
Comfortable with Excel (advanced), Teams, SharePoint, Trello/Asana and similar tools.
How pricing works
Standard service rate: £35 per hour.
- You’re billed for actual time spent on agreed work only.
- Behind that rate sit my tools, software, home office, training, insurance, tax and compliance – things you’d otherwise pay for with an employee.
Specific work or
one‑time project?
Need something one‑off? I work on an ad‑hoc basis with a minimum of 1 hour per month—ideal for audits, system tidy‑ups or specific projects.
Pay as you go for focused support when you need it.
1 hour minimum
Ideal for audits, tidy‑ups or short projects.
Secure My Time
Reserve a small block of my time each month and stop carrying the back‑office on your own. I quietly run your inbox, diary and systems in the background so you can stay in front of clients and decide how to use the 5–15 hours you’ve just freed: more revenue, more rest, or finally finishing that project.
- Ideal if you have ongoing admin and operations work rather than a one‑off project.
- You can still book separate one‑off projects alongside a retainer if something bigger appears.
- Secure a minimum of 5 hours per month and know your support is reserved.
- Priority access to my time.
- Regular check‑ins to keep your inbox, diary and systems moving.
Need flexible support, not a payroll headache?
My retainers cost a fraction of a PAYE employee – you only pay for productive hours, with no NI, pension or equipment to fund.
The "Starter" Scout
5 hrs/month (around 1.25 hrs/week)
Light, regular inbox and diary control to keep your week under control.
£175 per month
The "Practice" Partner
10 hrs/month (around 2.5 hrs/week)
Typically pays for itself if 10 freed hours let you see just one extra client a week, while your admin still gets done properly.
£350 per month
The "Full" Secure
15 hrs/month (around 3.75 hrs/week)
For practice owners who want a steady second brain on their operations, not a full‑time hire, so the whole week runs on purpose, not in panic.
£525 per month
Not sure where to start?
Pick the tier that feels closest and we can adjust your hours up or down as your practice grows.
- See 4–6 extra patients in a month.
- Finish a stalled project that keeps slipping down the list.
- Reclaim a few evenings or a proper day off without the admin guilt.
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.