Visa Application Assistant
| Posting date: | 20 August 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 02 September 2025 |
| Location: | N1, London |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | OH VISAS LIMITED |
| Job type: | Permanent |
| Job reference: |
Summary
About Us:
Established in 2021, OH Visas (a subsidiary of Only Helix) has rapidly become a premier provider of visa services, initially specialising in supporting music artists and their touring parties. Our commitment to excellence has fostered significant growth, solidifying our reputation as a trusted partner within the music and entertainment industry. A combination of knowledge, network, and inclusion have created a thoughtful and collaborative work environment and we are now looking to hire individuals with a similar mind-set with the hunger to learn, grow, and be part of a team.
Job Purpose:
To assist with the operation of OH-Visas' systems, ensuring the efficient delivery of visa and passport services, while also providing administrative support to the team. This includes working with our proprietary tracking systems to ensure accurate and timely processing, entry of application details, and physical tracking and delivery of passports and attendance at visa appointments at various international embassies.
Key Responsibilities:
1. Visa & Passport Management:
Deliver and collect client’s visa and passport documentation in a cost-effective manner
Manage and complete visa application jobs as assigned
Report on the status of client’s visas and passport applications
Ensure all operations related to visa and passport services are carried out appropriately
Maintain and update job records on the system in a timely manner
2. Client Communication:
Liaise with clients via email, telephone, and in person regarding OH-Visas services and the wider Only Helix company
Onboard clients and provide updates on the status of their applications
3. System & Process Enhancement:
Assist in the development and streamlining of OH-Visas backend system to increase capacity
Ensure the organisation’s processes remain compliant with legal standards, including GDPR and privacy
Monitor KPIs and perform quality controls to maintain service excellence
4. Training & Onboarding:
Assist with the onboarding and training of new staff, ensuring they understand OH-Visas operations
5. Customer Service Enhancement:
Identify and implement strategies to enhance the quality of customer service
6. General Administrative Duties:
Assist the team with day-to-day administrative tasks
Schedule and coordinate appointments and meetings
Respond to queries from clients and stakeholders in a timely manner
Qualifications & Experience:
High school diploma or equivalent. A degree in administration or a related field is a plus
Previous experience in an administrative role, preferably in the visa/passport service industry
Familiarity with visa and passport application processes is advantageous
Skills & Competencies:
Strong attention to detail and accuracy
Excellent organisational and multitasking skills
Proficient in Dropbox, Google Workspace Suite, Slack, Airtable, Stacker
Strong verbal and written communication skills
Ability to handle sensitive information with discretion
Proactive and able to work independently with minimal supervision
Application Process:
Interested candidates are invited to send their CV and a cover letter detailing their relevant experience to natalie@onlyhelix.com. The deadline for applications is 02 September 2025.
Only Helix is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Thank you for your interest in joining the OH-Visas team.
Privacy Policy:
Complete discretion is paramount when working for OH Visas. As a member of the company, you are entrusted with working with our client’s highly sensitive personal information. Any sharing of our client’s data outside of the company’s operating systems is in breach of our GDPR and Privacy Policy and will not be tolerated.
Established in 2021, OH Visas (a subsidiary of Only Helix) has rapidly become a premier provider of visa services, initially specialising in supporting music artists and their touring parties. Our commitment to excellence has fostered significant growth, solidifying our reputation as a trusted partner within the music and entertainment industry. A combination of knowledge, network, and inclusion have created a thoughtful and collaborative work environment and we are now looking to hire individuals with a similar mind-set with the hunger to learn, grow, and be part of a team.
Job Purpose:
To assist with the operation of OH-Visas' systems, ensuring the efficient delivery of visa and passport services, while also providing administrative support to the team. This includes working with our proprietary tracking systems to ensure accurate and timely processing, entry of application details, and physical tracking and delivery of passports and attendance at visa appointments at various international embassies.
Key Responsibilities:
1. Visa & Passport Management:
Deliver and collect client’s visa and passport documentation in a cost-effective manner
Manage and complete visa application jobs as assigned
Report on the status of client’s visas and passport applications
Ensure all operations related to visa and passport services are carried out appropriately
Maintain and update job records on the system in a timely manner
2. Client Communication:
Liaise with clients via email, telephone, and in person regarding OH-Visas services and the wider Only Helix company
Onboard clients and provide updates on the status of their applications
3. System & Process Enhancement:
Assist in the development and streamlining of OH-Visas backend system to increase capacity
Ensure the organisation’s processes remain compliant with legal standards, including GDPR and privacy
Monitor KPIs and perform quality controls to maintain service excellence
4. Training & Onboarding:
Assist with the onboarding and training of new staff, ensuring they understand OH-Visas operations
5. Customer Service Enhancement:
Identify and implement strategies to enhance the quality of customer service
6. General Administrative Duties:
Assist the team with day-to-day administrative tasks
Schedule and coordinate appointments and meetings
Respond to queries from clients and stakeholders in a timely manner
Qualifications & Experience:
High school diploma or equivalent. A degree in administration or a related field is a plus
Previous experience in an administrative role, preferably in the visa/passport service industry
Familiarity with visa and passport application processes is advantageous
Skills & Competencies:
Strong attention to detail and accuracy
Excellent organisational and multitasking skills
Proficient in Dropbox, Google Workspace Suite, Slack, Airtable, Stacker
Strong verbal and written communication skills
Ability to handle sensitive information with discretion
Proactive and able to work independently with minimal supervision
Application Process:
Interested candidates are invited to send their CV and a cover letter detailing their relevant experience to natalie@onlyhelix.com. The deadline for applications is 02 September 2025.
Only Helix is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Thank you for your interest in joining the OH-Visas team.
Privacy Policy:
Complete discretion is paramount when working for OH Visas. As a member of the company, you are entrusted with working with our client’s highly sensitive personal information. Any sharing of our client’s data outside of the company’s operating systems is in breach of our GDPR and Privacy Policy and will not be tolerated.