Administrative Assistant

Bupa; Abbots Worthy; On-site; GBP 15,000 - 18,000; Full time

Benefits offered by this job

25 days' holiday

Enhanced pension & life insurance

Bupa health insurance

Digital GP access

Wellbeing programmes

Job summary

Bupa is seeking a dedicated receptionist/administrator to manage all front-desk and admin duties across our centre, delivering outstanding customer service to adults and children.

You will greet customers, manage appointments, process payments, maintain records, and support smooth operations, including handling emails, paperwork, reports, and ensuring accurate data protection.

Qualifications

• Reception and administrative experience in a busy customer-facing environment.
• Experience managing appointments and handling inquiries with accurate records.
• Excellent written and verbal communication skills.
• Ability to deliver a professional, welcoming service to patients and colleagues.
• Experience handling confidential information per data protection requirements.
• Proficient in Microsoft Office and appointment booking systems.
• Well organized, reliable, proactive with strong attention to detail.
• Knowledge of medical terminology (desirable).

Responsibilities

• Greet customers and support the customer journey through the centre to checkout.
• Answer and screen queries via phone and manage local mailbox and emails.
• Maintain a well-presented reception and waiting areas.
• Ensure customer reports are dispatched within SLA; manage abnormal results.
• Ensure correct paperwork for visits: appointment packs, clinical files, consent forms.
• Process payments, invoices, charges, and credit notes at departure.
• Organise documents by date and meet deadlines.
• Handle post; generate letters as required.
• Monitor stock and order goods as needed.
• Process invoices and delivery notes per Bupa policy.
• Support well-presented facilities through proactive escalation.

Skills

Communication skills

Customer service

Data protection knowledge

Organised and detail-oriented

Tools

Appointment booking systems

Microsoft Office

CRM systems

Job description

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:

Responsibilities

• 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
• Ensuring customer reports are dispatched from centres within the desired time frame. This includes effective management of abnormal results
• Ensure all customers have the correct paperwork to support their visit - appointment packs (where applicable), clinical file preparation and consent forms
• Effective results management (including receiving, scanning, and uploading) and follow-up of suppliers to ensure turnaround within the agreed SLA
• Ensure all customer details are correct, customers are arrived, appointments booked, changed, and rescheduled on EXACT/BOSS/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
• 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

Qualifications

• Previous reception and administrative experience within a busy customer-facing environment
• Experience managing appointments, handling enquiries and maintaining accurate records
• Excellent communication skills, both written and verbal
• Ability to deliver a professional, friendly and welcoming service to patients, customers and colleagues
• Experience handling confidential and sensitive information in line with data protection requirements
• Competent in using Microsoft Office applications and database, CRM or appointment booking systems
• Well organised, reliable and proactive, with strong attention to detail
• Knowledge of medical terminology, or the ability to quickly learn and understand 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

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 of 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. 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.

Employment Details

Full time, 37.5 hours. Monday to Friday on shifts between 8am - 10pm & rotational Saturday & Sunday 9am - 5pm Competitive salary plus excellent benefits

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:

• 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
• My Bupa Extras - discounts at your favourite retailers, plus a huge range of tools, content and information to support you with your wellbeing