Our Recruitment Process
1. Strategy Map
During your Discovery Call, we’ll discuss everything you want in a VA so that our Specialist can put together a Strategy Map tailored to your needs.
2. Talent Pool Screening
Based on the Strategy Map, our HR Manager will start sourcing the best candidates from our Talent Pool for a pre-screening interview.
3. Panel Interview
Our Recruitment Team will conduct screening Panel Interviews with the shortlisted candidates.
4. Client Interview
Once the shortlisted candidates have passed the screening process, you’ll receive their CVs and our HR Manager will organise and facilitate an interview.
When you’re ready to hire the VA, our General Manager will take them through orientation and set-up all relevant platforms and systems.
6. Support & Benefits
Your VA will be allocated a Team Leader to assist in the initial months and be provided with ongoing benefits such as health cards and rewards
1. Strategy Map
Our Outsourcing Specialist creates a Strategy Map for you based on your Discovery Call to outline all your VA preferences including:
- Roles and responsibilities
- Skills and experience
- Hours VA must be online
- Technical requirements
- Other (e.g personality preferences)
Within 24 hours after your call, we’ll take you through the Strategy Map including our VA recommendations and proprietary 4-Step GROW model.
2. Talent Pool Screening
Once you’ve approved the Strategy Map, our HR Manager Charyl will start the recruitment process by filtering through:
- Our talent pool: We have an existing database of trusted candidates that have been through our extensive screening process.
- VA connections: If our talent pool has been exhausted, we will use our existing connections such as referrals and Facebook Groups to find a suitable candidate to proceed to our screening process.
We then conduct a 1:1 pre-screening interview with the shortlisted candidates to cover skill proficiencies, technology, work history and availability.
3. Panel Interview
Once the candidates pass the pre-screening, we then conduct a Panel Interview with the following interviewers:
Charyl Yan, HR Manager
Davao City, Philippines
Wendy Villar, General Manager
Subject Matter Expert
We select an expert based on their experience with the role to join the Panel.
Panel Interview Criteria
Candidate will be screened by the panel on the following criteria:
- Experience with what the role entails and level of understanding of how it impacts the client’s day-to-day business
- Experience working online as a VA and online communication skills
- Familiarity with our Company Culture (impressions, thoughts, insights) to gauge if the applicant is going to be a passive or active member of our Angel Family
- Motivation for working online and working with our company
- Home office set-up with emphasis on internet specifications and back-up plan
- Assessment of home situation, familial dynamics, and other personal matters that could affect work routine and decisions about work
- Sense of accountability at work through situational questions
- Problem-solving skills
- Analysing previous work highlights and how that’s helped them grow
- Any other matters that need to be discloses with the team e.g pregnancy, salary questions, and others Feedback to the applicant
To give you an example of VAs in our talent pool, take a look at our VA Profiles. Keep in mind that the CVs you’ll be presented with will be more in-depth and include: personality test results, technical test results and work samples.
4. Client Interview
Within 2 weeks you’ll then be provided with a shortlist of CVs best suited for the role and so that you can select who you would like to have an interview with.
Our HR Manager will then organise the video meeting and sit in the call with you to ensure that all relevant interview questions are covered and expectations are properly set on both sides.
This interview usually takes around 30 mins. Download our Interview Questions below for a better understanding of what you should ask during the interview phase.
When it’s orientation time, we’ll take your VA through their VA Work Agreement so that we can freely discuss:
- Terms and conditions
- Timeline expectations
- Progress expectations
The VA must also agree to our Company Oath as our Guiding Principle in delivering our best work to clients.
Other topics that are discussed during orientation include:
- Attendance to upskilling sessions
- Hosting a skills upgrade session
- Culture participation in games and online activities
- Charity participation and volunteering opportunities
- Compensation, bonuses and pay rise opportunities
6. Support & Benefits
Something we really pride ourselves on is our company culture which stems from the on-going
benefits and support that we provide for your VA.
Since we donate our company profits to charity initiatives in the Philippines. Our VAs and Aussie staff have the opportunity to do rewarding and hands on volunteer work.
Most of our VAs are located in the Philippines where we organise monthly meet-ups in-person and online so we can bond over things outside of work too.
Mentorship & Coaching
Each week, our VA teams implement an organised system of check-ins to discuss any professional or personal challenges
Company Chats & Groups
Our VAs communicate daily via our Slack Channels and Facebook Groups. Our active community discusses everything from work to family!
Pre-paid Healthcare Card
Our VAs receive a health voucher with $2,500 for emergency health care services. This can be used at their local hospital with no need for cash outs to cover the expenses.
Our experienced and qualified VAs also hold online or in-person workshops so that we learn and grow together.
Every VA is assigned to a team and team members earn ‘Angel Points’ for completing activities.
What happens next?
The process doesn’t stop after you’ve hired your VA. You’ll have full support from our Outsourcing Angel team to assist you in the initial ‘nesting period’ and avoid any miscommunications and misunderstandings.
From there, we’ll handle all HR matters for you from payroll, VA attendance, performance, reporting, appraisals and anything else that may arise.
Just like your guardian angels!
Here’s a snapshot on what to expect in the First 3-6 Months with Your Angel.
Your Support Team
Team & Guidance Support
Richard provides our Angel team and clients with training and guidance on how to work effectively online.
Virtual Office Manager
Juvy monitors the work progress of your VAs and makes the best recommendations for VA training and client coaching.
Accounts & Payments
Wendy is the reliable and efficient right arm support for Outsourcing Angel’s business development, finances and account management.
Outsourcing Angel has been recruiting Virtual Assistants for over 10 years for hundreds of clients. This means that we have an internal database of Virtual Assistants that we have thoroughly screened, worked with and trust.
If our existing talent pool is at capacity or your requirements are unique, we will list your Job Requirements in the Careers section of our website and share this link with our internal team and Private Facebook Groups that we share with potential candidates.
All new talent will have to go through the Panel Interview and pass tests such as skills, technology, personality and cultural fit tests before proceeding into the Client Interview phase.
This is why our Virtual Assistants are more dedicated and reliable that other outsourcing providers and freelancer websites.
Most of our Virtual Employees are from the Philippines but some reside in countries like Indonesia and other East Asian countries.
We enjoy working with Virtual Employees in these countries because of their similar timezone to Australia which is where most of our clients are based.
Our Customer Support Team and Management Team are also based in Melbourne and Sydney, Australia.
Outsourcing Angel is the employer of your Virtual Assistant but they are assigned to work on your task.
This means that we cover all things from HR, Payroll, disruption and replacement cover and more so that you don’t have to.
We only hire highly skilled and proficient English-speaking Virtual Assistants to remove the communication barriers you may encounter with freelancers and other outsourcing providers.
In the first 3 months with your Virtual Assistant, our Virtual Operations Manager (VOM) will be overseeing the relationship between you and your Virtual Assistant to provide you with on-going support.
After your initial 3 months, our Operations Manager and Customer Support Team are available to assist with any matters you may have.
If you would like to change your Virtual Assistant for any reason, please notify us immediately so we can help you find a replacement as quickly as possible. Your replacement options include:
Work with your existing Virtual Assistant until we can find you a replacement.
Stop work with your Virtual Assistant immediately and wait for your replacement (we will pause your payment and make sure you are only charged from the day the new Virtual Assistant starts work)
Stop work with your Virtual Assistant immediately and work with one of our temporary covers to complete the task while you wait for your replacement.
Yes, there is. Once you have selected your Virtual Assistant, there is a minimum 3 month between you and your Virtual Assistant. Just like a probation period that you may find in the workplace, from our experience it requires at least 3 months of on-boarding and training to properly integrate a Virtual Employee into your company.
If for any reason, you are not happy with your Virtual Employee, we will find you a more suitable Virtual Employee based on your feedback.
All our Virtual Assistants are required to send you a daily work report where they will list all the tasks that they’ve worked on each day and any issues they’ve encountered.
We always encourage our clients to place trust in our Virtual Assistants by measuring performance rather than a time tracking tool unless otherwise specified.
In case of work interruptions such as power outages, internet issues or family emergencies, your Virtual Assistant is instructed to send immediate notice to our Management Team and to you.
If the Virtual Assistant was working on an urgent task for you, we will find you a fast replacement to get the work done.
All Virtual Employees sign a confidentiality agreement, wherein they are not permitted to share or discuss work-related details to people other than their client and work team.
Should you decide to share log-in details, credit card information and other personal or business information, Outsourcing Angel will not be liable for any loss or issues that may arise from the misuse of such information.
How we care for our Angels
Unlike freelancers and most outsourcing providers, we take care of your Virtual Assistants by providing:
- Emergency Health & Hospitalisation Cover
- Performance Bonuses & Cash Rewards
- Annual Company Trips
- Competitions & Raffles
- Reward Schemes and Bonuses
- Monthly Awards and Benefits
- Skills & Workshop Training
- Monthly Meet-ups
- Volunteering Opportunities
- 1-on-1 Mentoring & Life Coaching
Message from our CEO
Most providers will simply connect you with Virtual Assistants and it’s up to you to do the rest.
We’re different because we’re an end-to-end service that will hold your hand every step of the way including:
- Recruiting & Screening
- Background Checks & On-boarding
- Training & Workshops
- HR & Payroll
- Replacement & disruption cover
- Tailored Systems in your timezone
- Money back guarantee
In addition to this, we have an Australian based customer support team that is available during business hours.