Administrative Assistant

Bupa; Greater London; On-site; GBP 31,000 - 32,000; Full time

Benefits offered by this job

25 days holiday

Viva wellbeing programme

Flexible working

Job summary

Bupa Mindplace in Harrow is seeking an Administrative Assistant to manage front-of-house and reception duties, ensuring a smooth customer journey from arrival to checkout. The role requires excellent communication and organisational skills, with duties spanning payments, document handling, and post management.

The successful candidate will support a busy centre, act as a key contact for customers, and maintain a welcoming environment. Flexibility with shifts is needed, including some weekends.

Qualifications

• Administrative and reception experience preferred.
• Excellent communication skills, written and verbal.
• Flexible with hours and shift patterns.
• Knowledge of medical terminology desirable.

Responsibilities

• Greeting and welcoming customers and supporting the customer journey through to checkout.
• Answering and screening incoming queries via phone and email.
• Maintaining a well presented reception and waiting areas.
• Processing payments, invoices and added charges on departure.
• Post handling and document organisation.

Skills

Excellent communication

Customer service

Administrative and reception

Well organized

Computer literate

Medical terminology (desirable)

Tools

EXACT system

BOSS system

Meddbase

Job description

Job Description: Administrative Assistant – Mindplace Mindplace Harrow, Hygeia Building, 66-68 College Road, Harrow, HA1 1BE Permanent. Full time, 37.5 hours. Monday to Friday on shifts between 8am – 10pm & rotational Saturday & Sunday 9am – 5pm £30,500 per annum plus excellent benefits

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
• 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 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 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:
• 25 days holiday, increasing through length of service, with option to buy or sell Bupa health insurance as a benefit in kind
• Long Service - For every milestone at Bupa we will reward you with ecards, extra holidays and money!
• Interest‑free annual travel
• Loan to enable the purchase of public transport annual season tickets
• Wagestream - Have early access up to 40% of your earned wages within minutes
• Competitive Pension plans and Parental leave options as well as access to unique products such as our Menopause plan
• My Bupa Extras - discounts at your favourite retailers, plus a huge range of tools, content and information to support you with your wellbeing

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 fair and offer reasonable adjustments as part of our recruitment process to anyone that needs them.

Time Type: Full time

Job Area: Administration

Locations: Mindplace Harrow

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.

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.