Administrative Assistant

Bupa; Chertsey; On-site; GBP 25,000 - 31,000; Full time

Benefits offered by this job

25 days’ holiday

Enhanced pension & life insurance

Bupa health insurance

Discounted dental cover

Digital GP access

Emotional and family wellbeing support

Financial wellbeing resources

Support for carers

Job summary

Bupa Mindplace Chertsey is seeking an Administrative Assistant to join our team at Mindplace Chertsey, KT16 8LA. You’ll manage front desk duties, handle customer inquiries, and support the patient journey from arrival to checkout in a busy clinical environment.

The role requires excellent communication, strong admin skills, and the ability to work flexibly across 37.5 hours per week with shifts from 08:00 to 22:00 and occasional weekend work. A friendly, proactive approach is essential.

Qualifications

• Excellent written and verbal communication skills.
• Administrative and reception experience required.
• Well organised, reliable and proactive attitude.
• Computer literate with basic IT skills.

Responsibilities

• Greeting and welcoming customers and supporting the customer journey to checkout.
• Answering and screening incoming queries via phone and emails.
• Maintain a well-presented reception and waiting areas.
• Ensure customer paperwork and appointment packs are ready for visits.

Skills

Excellent communication

Customer service

Administrative experience

Well organised

Computer literate

Medical terminology (desirable)

Flexible hours

Adaptable

Resilient

Time management

Autonomous

Multi-disciplinary team

Tools

EXACT

BOSS

Meddbase

Job description

Job Title & Location

Administrative Assistant – Mindplace

Mindplace Chertsey, 124 Melita House, Chertsey, KT16 8LA

Salary & Working Hours

£27,900 per annum plus excellent benefits

Full time: 37.5 hours

Working Hours are between: 08:00 to 22:00 & rotational weekends 09:00 to 17:00

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 8:00am and 10:00pm, Monday to Friday. Weekend coverage: Occasional weekend shifts (9:00am to 5:00pm) are required, with a day off in lieu provided during the week, maintaining a 5-day working week.

Job Overview

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.

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.

Key Skills & Qualifications

• 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.

• 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

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.

Please note: 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 Chertsey 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.