Administration Assistant

Bupa; Newcastle upon Tyne; On-site; GBP 20,000 - 27,000; Full time

Benefits offered by this job

25 days holiday

Enhanced pension & life insurance

Bupa health insurance

Discounted dental cover

Digital GP access

Wellbeing support

Financial wellbeing resources

Caregiver support

Interest-free travel loan

Long service awards

Menopause plan

Job summary

Bupa Mind Place Newcastle is seeking an Administrative Assistant to provide essential front-desk and administrative support at Mindplace Newcastle. You will welcome customers, manage enquiries, and maintain smooth operations across reception, appointments, and documentation.

The role requires strong communication, reliability, and organisational skills, with flexible hours and rotating shift patterns to support the centre.

Qualifications

• Excellent written and verbal communication.
• Outstanding customer service and friendliness.
• Administrative and reception experience required.
• Well organised, proactive and reliable.
• Computer literacy and basic medical terminology desirable.

Responsibilities

• Greet customers and manage the customer journey to checkout.
• Handle phone, mailbox and email queries efficiently.
• Maintain a welcoming reception and waiting areas.
• Ensure correct paperwork and appointment packs are prepared.
• Manage appointments, bookings and changes in Meddbase.
• Process payments, invoices, and credit notes on departure.
• Organise documents and prioritise deadlines.
• Generate letters and emails as required.
• Monitor stocks and order supplies as needed.
• Ensure facilities are well-presented and escalate issues when required.

Skills

Excellent communication

Customer service

Reception experience

Well organised

Computer literate

Medical terminology (desirable)

Flexible hours

Adaptable

Resilient

Time management

Autonomous

Teamwork

Tools

Meddbase

Job description

Job Description: Administrative Assistant – Bupa Mind Place

Location: Mindplace Newcastle, Unit 1.88 St. Michaels Way, Metrocentre, Gateshead, NE11 9YG

Salary: £27,900 per annum, plus excellent benefits

Contract: Permanent Full time: 37.5 hours

Working Hours are between: 08:00 to 22:00 & rotational weekends 09:00 to 17:00 Saturday & 11:00 to 17:30 Sunday Shift patterns are organised in advance and usually over 5 day week, with 1 day in lieu when working a weekend day. Shift Pattern: To support our clients, our Mind Place centres opening hours are: Rotating rota: Shifts are scheduled in advance and take place between 08:00am and 10:00pm, Monday to Friday. Usual shift pattern is 8 am to 2pm, 10 am to 6 pm & 2 pm to 10pm Weekend coverage: 1 in 3 shift patterns (9:00am to 5:00pm Saturday & 11:am to 5.30 pm Sunday) are required, with days off in lieu provided during the week, maintaining a 5-day working week.

Why Bupa?

We’re a health insurer and provider. With no shareholders, our customers are our focus. Our people are all driven by the same purpose – helping people live longer, healthier, happier lives and making a better world. We make health happen by being brave, caring and responsible in everything we do. We encourage all our people to Be you at Bupa, we champion diversity, and we understand the importance of our people representing the communities and customers we serve. That’s why we especially encourage applications from people with diverse backgrounds and experiences. We believe caring for your mind should feel as natural as caring for your body. That’s why we’re creating dedicated spaces with expert face-to-face support, grounded in nearly 80 years of trusted Bupa care. As an employee at Bupa, our patients will be your top priority. With no shareholders, we reinvest our profits back into our business to give you the extra time and technology you need to make a difference to our patients every day. We make health happen

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. Your commitment to excellent service will help create positive experiences for everyone who visits us.

You’ll help us make health happen by:

• Greeting and welcoming customers in addition to 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 in maintaining a well-presented reception and waiting areas
• Ensure all customers have the correct paperwork to support their visit – appointment packs (where applicable), clinical file preparation and consent forms
• Ensure all customer details are correct, customers have arrived, appointments booked, changed, and rescheduled on Meddbase
• Process of payments, invoices, added charges and credit notes upon customer departure
• Organise self to ensure a quick turnaround of documents, working in date order and prioritising to meet deadlines
• Generate letters and emails 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

Key Skills / Qualifications needed for this role:

• Excellent communication skills both written and verbal
• Deliver an outstanding customer service by being friendly and welcoming
• Administrative and reception experience
• Well organised, reliable and have a proactive attitude
• Computer literate
• Knowledge of medical terminology (desirable)
• Personal characteristics: Flexible with hours, days and shift patterns
• Adaptable to a changing environment
• Resilient and driven to provide a 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

Benefits:

Our benefits are designed to make health happen for our people. Viva is our global wellbeing programme and includes all aspects of our health – from mental and physical, to financial, social and environmental wellbeing. We support flexible working and have a range of family friendly benefits.

Joining Bupa in this role you will receive the following benefits and more:

Joining Bupa in this role you will receive the following benefits and more:

• 25 days’ holiday (increasing with service) + option to buy/sell 3 paid volunteering days
• Enhanced pension & life insurance
• Bupa health insurance
• Discounted dental cover
• Digital GP access
• Emotional and family wellbeing support
• Financial wellbeing resources
• Support for carers
• Interest‑free annual travel loan
• Long service awards
• Access to our Menopause Plan and wellbeing support

Why Join Us?

We encourage all our people to Be you at Bupa, we champion diversity, and we understand the importance of our people representing the communities and customers we serve. That's why we especially encourage applications from people with diverse backgrounds and experiences. This is a unique opportunity to be part of a growing, high‑profile healthcare centre where customer service truly sets us apart. If you're passionate about delivering exceptional experiences and want to work in a premium healthcare environment with a supportive team, we'd love to hear from you.

Bupa is a Level 2 Disability Confident Employer. This means we aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role. We'll make sure you are treated fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.

We reserve the right to close this vacancy early if we receive a high volume of suitable applications.

Time Type

Full time

Job Area

Administration

Locations

Mindplace Newcastle

Be at the heart of helping people live longer healthier, happier lives and making a better world. We employ more than 80,000 people globally who are making this a reality. If you've got the belief, the drive and the talent to help us in our ambition then we’d like to hear from you. Wherever you work, one thing stands out about Bupa people. Our customers are our passion – they’re at the heart of our positively different culture of care. At Bupa you’ll be challenged, you’ll be encouraged to innovate, and collaborate with colleagues who are committed to delivering exceptional experiences. We trust, respect and consider everyone, knowing your difference will make the difference.