Parent enquiries & show-arounds
Same-day replies, follow-ups in your voice, and tours booked straight into your diary.
- Same-day replies and follow-ups
- Show-around booking
- Templates in your voice
Childcare virtual assistants · UK nurseries
Never lose a parent enquiry again.
Nursery-trained virtual assistants who answer every enquiry, book your show-arounds and keep your admin and compliance current, so you and your managers can stay in the rooms.
- Trained on EYFS 2025 and Ofsted expectations
- Around 40% of the cost of an employed administrator
- Start in 5 to 7 working days
Nursery-trained VAsThey understand Ofsted, ratios and parents
Trusted by nurseries and early years settings
Why it matters
From nursery chaos to organised growth
Every unanswered enquiry is a family that books somewhere else. Here is what changes when the back office has an owner.
- Clearer messageYour value is clear and compelling.
- Better consistencyOne brand, one voice, everywhere.
- Easier managementSystems that save time and reduce stress.
- Missed enquiriesMessages sit unanswered while the team is in the rooms.
- Trackers nobody trustsOccupancy lives in three spreadsheets and someone’s head.
- Compliance backlogPolicy reviews slip until an inspection is close.
- Posts when there’s timeSocial media goes quiet for weeks at a time.
What our childcare VAs do
Everything behind the nursery door
Every VA is trained in nursery operations, parent communication, EYFS 2025 and Ofsted expectations before they start with you.
Occupancy & enrolment tracking
A live view of enquiries, waitlists and future occupancy across every branch.
- Enquiry pipeline
- Tour conversions
- Occupancy forecasting
Nursery admin
Invoice chasing, absence tracking, inbox and diary support, so managers stay in the rooms.
- Invoice chasing
- Staff absence tracking
- Inbox and diary support
Staff & recruitment admin
Adverts, applications, interviews, onboarding packs and training records kept moving.
- Recruitment admin
- Onboarding packs
- Training records
Compliance & Ofsted readiness
Policies, training logs and review dates tracked against EYFS 2025, with reminders before anything lapses.
- Policy tracking
- Training logs
- Ofsted readiness checklists
Website, ads & social media
Website updates, Facebook and Google ads, planned posts and parent newsletters.
- Website updates and enquiry forms
- Facebook and Google ads managed
- Planned posts and parent newsletters
Ways to work with RVA
Support that fits your setting
Start with what you need now and add more as you grow. Month-to-month, no long-term lock-in.
Childcare VA support
Tailored quote
About 40% of the cost of an employed administrator
- Parent enquiries and follow-ups
- Admin, rotas and invoices
- Compliance and Ofsted tracking
- Monthly reporting
Done-for-you growth
Tailored quote
Plus ad spend, paid direct to Meta / Google
- Facebook and Google ads managed
- Website kept fresh and converting
- Every enquiry answered fast
- Tours booked into your diary
FullRooms™
Tailored quote
Then run by us, or by your own team
- First enquiry to enrolment
- Automatic follow-ups
- Tour booking and waitlists
- Occupancy and branch dashboards
1:1 mentorship with Ruth
Tailored quote
Limited places each quarter
- Occupancy, pricing and margin
- Systems that let you step back
- Growth and multi-site planning
- Regular accountability calls
Not ready yet?
Get Ruth’s free guide: 5 numbers every nursery owner must know.
FullRooms™
Every family, from first message to first day
The enquiry system we built and run inside our own nursery group, now set up for yours. You always know who has been followed up, who is booked in and which rooms will fill.
New enquiry0
EAEnquiry A2-year-old, 3 days
EBEnquiry BFunded hours, term time
ECEnquiry CBaby room, Sept start
Show-around booked0
EDEnquiry DThursday at 14:00
EEEnquiry ESaturday open morning
Registration sent0
EFEnquiry FPack emailed
EGEnquiry GReminder scheduled
Waitlist0
EHEnquiry HPreschool, January
Enrolled0
EJEnquiry JStarts Monday
Know at a glance:Who has been followed upWho is booked inWhich rooms will fill
Parent enquiries
128Tour bookings
42Enrolments
16Occupancy
87%Enquiries and tour bookings
Parent enquiriesTour bookings
Enquiries by channel
Organic search brings in the most enquiries. Next step: refresh the website’s funded hours page.
| Item | Area | Owner | Status |
|---|---|---|---|
| Safeguarding policy review | Policies | RSVA | Up to date |
| Staff training log | Training | LMVA | Updated this week |
| Ofsted readiness checklist | Inspection | RSVA | 2 actions left |
| Staff absence log | HR | AKVA | Up to date |
| Fire safety policy review | Policies | LMVA | Due this month |
| Accident and incident records | Records | AKVA | Needs sign-off |
Reminders sent:Review datesExpiring trainingMonthly summary to the manager
Free tool
What is admin costing your nursery?
Adjust the weekly hours your team spends on each task, and what an hour of their time costs you.
Example hours shown.
Your admin each year
£12,584
of manager and team time spent on admin
- Each week11 hours
- Each year572 hours
- In working days76 days
Working days at 7.5 hours. Estimate only; nothing you enter is stored or sent.
Results
Proven in our own nurseries first
Every RVA system was built and tested inside Ruth’s own nursery group before we offered it to anyone else. Here is how it works for our clients.
The Montessori House
Nursery, Wantage“I am more at peace knowing I have help. The number of customers I have has increased greatly. I can focus on other things knowing my admin side of things is sorted.”
Challenge
Admin pressure and Ofsted readiness
What we did
Admin, parent comms, HR, social media and Ofsted prep
Outcome
Smooth inspection prep and more families enrolled
New Beginnings Day Nurseries
Four branches, Stoke-on-Trent and LeedsPlanned, scheduled social content with monthly reporting replaced an on-off presence across four branches, and parent engagement rose.
Lilyrose International School
Early Years Centre, LagosEnrolment tracking, financial admin and day-to-day operations brought into one structured process.
Their structured approach and assistance have significantly contributed to the smooth operation of the business. They improved our enrolment processes, financial management and overall operations.
Ruth checked the books and offered tailored solutions across the website, forms, software and training matrix. Ruth was the full package.
About Resourceful Virtual Assistants
Practical support. More capacity. Room to grow.
Behind every nursery enquiry, booking and staff rota are emails, records, follow-ups and decisions that keep everything moving. When those tasks keep landing on a manager’s desk, they pull people out of the rooms and away from the children and families they’re there for.
RVA exists to take that weight off.
Built inside a working nursery group
Our founder, Ruth Oseme, also known as Resourceful Ruth, runs New Beginnings Day Nurseries, a group of four settings across Stoke-on-Trent and Leeds, and Lilyrose International School in Lagos. Before early years, she built her career in banking, tourism and IT consulting, working across business management, IT management and organisational change.
As her nursery group grew, so did the back office. Parent enquiries waited for replies, trackers fell behind and managers were stretched thin. So Ruth built the support she needed: virtual assistants trained in how a nursery really works. They’re tested in her own settings first, using the same systems and EYFS 2025 expectations her teams rely on every day.
That’s what RVA offers every client: support that has already proven itself in real nurseries.
Ruth Oseme, Founder
Support that connects the details
An unanswered enquiry can become a lost family. An incomplete handover can create confusion. A tracker only helps when somebody keeps it current and acts on what it shows.
We bring consistency to those everyday responsibilities, from parent enquiries and show-around bookings to staff records, training logs, onboarding, compliance documentation, newsletters and reporting. Our enquiry and enrolment system, FullRooms™, follows every family from first message to first day.
The result: work gets followed through, information is easy to find, and you can see clearly what needs your attention.
A working relationship built around your setting
Good support starts with listening. We learn your priorities, agree responsibilities and set clear ways of working. We ask when something needs clarifying and flag anything that needs your decision. If your VA is ever away, we arrange cover, so nothing waits.
Let’s make space for your next stage
Tell us what’s taking up your time, what keeps slipping and where you need support. Together, we’ll find a practical place to start.
Your first 30 days
Up and running in a month
Your VA can start within 5 to 7 working days. Cover is arranged if they’re ever off.
Days 1 to 3
Discovery
We learn your setting, review your systems and agree priorities.
Days 4 to 10
Onboarding
Your VA is trained on your processes, policies and voice.
Days 11 to 20
Systems
Workflows, templates and FullRooms™ set up.
Days 21 to 30
Full delivery
Your VA owns the tasks day to day.
Day 30 onwards
Review & improve
Monthly reporting and a review of what to hand over next.
- Reliable coverIf your VA is unavailable, we provide cover to keep things running smoothly.
- Responsive supportA responsive, reliable service with clear communication.
- Flexible termsMonth-to-month options with no long-term lock-in.
- Childcare specialistsEvery RVA is trained in nursery operations and understands your world.
FAQs
Questions nursery owners ask
Anything else? Ask on your free review.
How much does it cost?
VA support is typically around 40% of the cost of employing an administrator. We’ll give you an exact quote on your free review.
Who do you work with?
Nurseries, preschools and early years settings, from single sites to multi-branch groups.
Do your VAs really understand nurseries?
Yes. Every VA is trained in nursery operations, parent communication, EYFS 2025 and Ofsted expectations, using the same training we use in our own settings.
Am I tied into a long contract?
No. Month-to-month options are available with no long-term lock-in.
What happens on the free review?
A 30-minute call where we look at where enquiries are being lost, which admin you could hand over, and what it would cost. There’s no obligation.
How quickly can a VA start?
Usually within 5 to 7 working days. The first month follows a set plan: discovery, onboarding, systems set-up, then full delivery.
What happens if my VA is off sick or on holiday?
We arrange cover so your enquiries, admin and reporting keep moving.
Can you work with the systems we already use?
In most cases, yes. We start by reviewing what you have, then improve it or set up something better where it will save time.
Can you run our ads and book our tours?
Yes. Through Done-for-you growth we manage your Facebook and Google ads, keep your website working for you, answer the enquiries that come in and book the tours.
Do you set up enquiry software for us?
Yes. FullRooms™ is our enquiry and enrolment system, made for childcare: first enquiry to enrolment, automatic follow-ups, tour booking and occupancy reports. We can then run it for you, or train your team.
Free nursery support review
Find out where your nursery is losing time and families
A free 30-minute call for UK nurseries and early years settings. You’ll leave knowing:
- Where parent enquiries are being lost
- Which admin tasks you could hand over
- How much time and money RVA could save you
- Where your marketing could bring in more families
Free for UK nurseries and early years settingsParent enquiries, nursery admin, compliance, website, ads and social media.