Administrative Assistant

Administrative Assistant – Mindplace

Company: Bupa UK

Location: Mindplace Winchester, 129 High Street, SO23 9AX

Compensation: £26,800 Per Annum Plus Excellent Benefits

Employment Type: Full time, Permanent, 37.5 hours per week. Monday to Friday shifts between 8am – 10pm & Saturday 9am – 5pm

Job Overview: We are looking for a dedicated individual to efficiently and effectively manage all administrative and receptionist activities. This role is essential for the smooth operation of our centre and is crucial in providing outstanding customer service. You will be a key support network, ensuring that every interaction with our customers, both adults and children, is special and memorable.

• Greeting and welcoming customers and supporting the customer journey throughout the centre right through to a thorough checkout
• Answering, screening and forwarding incoming customer queries via phone calls and proactively managing local mailbox and emails
• Proactive maintenance of a well‑presented reception and waiting areas
• Ensuring customer reports are dispatched from centres within the desired time frame, including effective management of abnormal results
• Ensure all customers have the correct paperwork to support their visit – appointment packs, clinical files and consent forms
• Effective results management (receiving, scanning and uploading) and follow‑up of suppliers to ensure turnaround within the agreed SLA
• Ensure all customer details are correct, manage appointments booked, changed and rescheduled on EXACT/BOSS/Meddbase, process payments, invoices, added charges and credit notes upon customer departure
• Organise self to ensure quick turnaround of documents, working in date order and prioritising to meet deadlines
• Assist in bookings of mammograms and MSK referrals (where delivered at the centre)
• Post – collect, open, date stamp, distribute incoming post, and post outgoing post
• Generate letters as required by the business
• Monitor stocks and order goods when required
• Process invoices/delivery notes as per Bupa policy
• Play an active part in ensuring well‑presented facilities through pro‑activity and effective escalation as and when required

• Excellent communication skills both written and verbal
• Deliver outstanding customer service by being friendly and welcoming
• Administrative and reception experience
• Well organised, reliable and pro‑active attitude
• Computer literate
• Knowledge of medical terminology (desirable)

• Flexible with hours, days and shift patterns
• Adaptable to a changing environment
• Resilient and driven to provide world class service in challenging situations
• Well‑developed communication skills
• Effective time management
• Ability to work autonomously in a busy environment
• Understanding of the business environment
• Ability to work well within a multi‑disciplinary team

• 25 days holiday, increasing through length of service, with option to buy or sell
• Bupa health insurance as a benefit in kind
• Long Service rewards – ecards, extra holidays and money!
• Interest‑free annual travel loan for public transport annual season tickets
• Wagestream – early access up to 40% of earned wages
• Competitive pension plans and parental leave options, and access to unique products such as Menopause plan
• My Bupa Extras – discounts at favourite retailers, plus tools, content and information to support wellbeing

We encourage all of our people to “Be you at Bupa”. We champion diversity and understand the importance of our people representing the communities and customers we serve. Bupa is a Level 2 Disability Confident Employer.