HR teams juggle a lot, from recruitment to employee wellbeing, compliance to internal communication. But much of the work that keeps everything running smoothly, is time-consuming and repetitive. That’s where Virtual Assistants (VAs) come in.

VAs, used to wearing many hats, can take on a wide range of HR-related tasks, helping to keep things organised, up-to-date, and moving forward. Whether you have an in-house team or you’re a standalone HR professional, a VA can be a smart, flexible extension of your team.

 

Why consider a Virtual Assistant (VA)?

Most HR consultants reach a point where doing everything themselves isn’t sustainable. A VA can step in to take care of essential, but time-consuming tasks that don’t need your expertise.

Here are just a few examples of how a Virtual Assistant can support HR operations:

1. Taking meeting minutes

Whether it’s a disciplinary meeting, strategy session or monthly catch-up, a VA can attend virtually, take accurate notes, and produce clear minutes with actions and deadlines. It means your internal team can focus on the conversation itself, knowing the documentation is covered.

2. Keeping policies up to date

Employment laws change. So do internal practices. A VA can keep track of when policies were last reviewed, flag ones that need updating, and even support with drafting changes. They can also make sure the latest versions are shared with the right people.

3. Recruitment admin

VAs can handle the admin side of hiring: posting job ads, scheduling interviews, acknowledging applications, and helping with onboarding documents. It’s a great way to make the process smoother for both candidates and hiring managers.

4. Training coordination

Need to organise compliance training or book a lunch-and-learn? A VA can manage schedules, send reminders, track attendance, and update records. Less back-and-forth for you, and better attendance all round.

5. Staff records and HR systems

Many small HR teams struggle to stay on top of record-keeping. A VA can help maintain employee records, update HR systems, and make sure files are stored securely and consistently.

 

How to get started

1. Track the repetitive tasks

Before bringing in a VA, spend a week or two tracking your day-to-day admin. Which tasks keep popping up? What slows you down? Pick a few to start with, ideally ones that are easy to hand over and happen regularly.

2. Decide what kind of support you need

Are you looking for ongoing help, someone to support you every week? Or do you just need a hand now and then for specific projects? Knowing this upfront will help you find the right VA for your working style.

3. Talk to a few VAs

Virtual Assistants have different skills and specialisms. Some have HR backgrounds and are familiar with your world. Others might focus on things like social media, tech systems or marketing. It’s worth having conversations with a few VAs to see who clicks with you, and who can cover what you need.

4. Think long-term

Do you want a VA who can grow with your business? Some VAs work solo, while others are part of a team. If you might need more hours or support in future, ask if they have the capacity or colleagues who can step in.

5. Set clear expectations

Be upfront about your expectations. How long should a task take? How do you want to communicate? Do you prefer flexibility or fixed deadlines? Getting clear early on makes everything smoother later.

 

A flexible resource for busy teams

Hiring a VA can be a smart move that creates time, space, and consistency in your business. You stay focused on your clients, while your VA handles the admin that supports your work.

The pinnacle of a VA is also flexibility. You can scale support up or down depending on your workload or time of year. And because most VAs are used to working with sensitive data, they understand the importance of confidentiality and accuracy.

A Virtual Assistant can be a practical, efficient resource that can help HR teams focus on people, not paperwork and can help you stay ahead of the game.

Author: Kelly Matcham | Owner of Pink Spaghetti – Mole Valley, Epsom & Dorking

Pink Spaghetti is a UK-wide franchise – visit the website for more information or to find your local Pink Spaghetti VA.