Virtual Assistance for all your Transcription, Typing and Diary Management needs

Frequently Asked Questions

General Faqs

What benefits can Secretarial Services 4 U offer me?

The main benefits of a VA include:

  • You only pay for the time we take to do the job.
  • You do not have to pay tax and national insurance for our services.
  • There are no holiday, sickness and maternity leave costs.
  • You don't need to use a temping agency and incur their additional costs.
  • No training of temporary staff.
  • Passing your administration tasks to us allows you to do your own job.
  • We can provide support to help meet urgent deadlines.
  • We are not restricted to regular office hours.

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Would a VA be beneficial to me?

If you can relate to any of the following, then using a VA might be worthwhile:

  • You generally need a PA to undertake all your secretarial/admin tasks.
  • Delegating work to existing members of staff might affect their ability to meet urgent deadlines.
  • You need to 'free-up' some of your own time to concentrate on other areas of your business.
  • Your current staff may not have the skills to complete certain tasks, i.e. transcription work.
  • You need a person to deal with certain tasks when you are away on business.
  • Your premises does not have the room to accommodate a permanent member of staff.

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What backups do you keep?

All work is archived to an external hard drive and/or CD unless you request otherwise.

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Transcription Faqs

How do I ensure recordings are clear enough for accurate transcribing?

To ensure the best quality recording follow these suggestions:

  • If possible use good quality recording equipment.
  • Hold the meeting in a quiet space. It is amazing how many recordings we get of meetings held in busy cafes, for example, which, with all the background noise, make deciphering the conversation very difficult.
  • Position the microphone close to all the participants.
  • At the start of the meeting ask the participants to introduce themselves.
  • Ask the participants to speak clearly, slowly and loudly and ask them, where possible, not to speak over each other. This again makes separating the different remarks more difficult.

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Costs Faqs

What are your secretarial services costs?

These depend on the work in question and are agreed prior to commencement of the job.

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On top of the rates outlined what additional costs will I incur?

Additional costs include the materials used and postage. These will be itemised on the invoice.

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Is there a minimum charge?

For typing, proofreading and general secretarial work there is a minimum charge for the first hour only. Thereafter the charges are based on 15 minute intervals.

There is no minimum charge for transcription.

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Can I have a retainer agreement?

Yes. This can be arranged for a minimum of 10 hours per month. Reduced costs are applied depending on the amount of work.

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Working terms Faqs

What guarantees are in place to ensure the work is completed to my requirements?

Prior to commencement of a project, a completed Booking Form is required. This details the work to be undertaken, acceptance of the estimate for the work, agreement of a completion schedule and the payment terms.

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How do we exchange the work?

Work can be exchanged via e-mail, fax and post i.e. hard copy, CD or floppy disk.

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How can you guarantee confidentiality?

You are assured of complete confidentiality and we are willing to sign a confidentiality agreement, should you require it.

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What if I find errors in the work?

You, the client, are responsible for final proofreading. Any errors will be rectified free of charge if we are notified within 48 hours of you receiving the work.

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What measures are in place to ensure the work is free from viruses?

All e-mails, files and disks are scanned for viruses. However, you, the client, are responsible for your own virus protection.

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Can delivery and/or collection of work be arranged?

Yes, in the Northumberland and Tyne & Wear area, within a radius of 15 miles of Cramlington. A small charge will be made.

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Financial terms Faqs

When do I pay?

Unless agreed otherwise, a 30% deposit is required for assignments over £50, prior to commencement of the assignment, with the balance being due and payable on receipt of the completed work.

Retainer agreements are invoiced monthly in advance.

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How do I pay?

We accept payment by cheque made payable to Secretarial Services 4 U, in Pounds Sterling from a UK bank account.

Payment by bank transfer can be arranged, with you, the client, being responsible for any bank charges incurred.

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