Administrative Assistant

Bupa UK; Greater London; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

25 days holiday

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

Job summary

Bupa Fulham Broadway is seeking an Administrative Assistant to support Mindplace’s reception and administrative operations. You will greet patients, manage appointments, process paperwork, and help maintain a tidy, welcoming centre.

Reliable communication, accuracy, and a proactive approach are key as you coordinate with clinical teams, handle inquiries by phone and email, and ensure efficient checkouts and post in a busy patient-facing environment.

Qualifications

• Previous 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.
• Professional, friendly, welcoming service to patients and colleagues.
• Experience handling confidential information in line with data protection requirements.
• Proficiency in Microsoft Office and appointment booking systems.
• Knowledge of medical terminology (desirable).

Responsibilities

• Greet and welcome customers and support their journey through 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 within the desired time frame; this includes ensuring abnormal results.
• Ensure all customers have the correct paperwork to support their visit – appointment packs and consent forms.
• Effective results management (including receiving, scanning, and uploading) and follow-up of suppliers to ensure SLA.
• Organise documents in date order to meet deadlines and manage payments, invoices and charges at departure.
• Assist in bookings of mammograms and MSK referrals where delivered at the centre.

Skills

Reception experience

Appointment management

Customer service

Confidential data handling

Microsoft Office

Organised / detail oriented

Medical terminology knowledge (desider

Tools

CRM systems

Appointment booking systems

Database

Job description

Location

Location: Fulham Broadway, SW6 1AH

Competitive Salary Plus Excellent Benefits

Competitive Salary Plus Excellent Benefits

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.

Job Description

Administrative Assistant – Mindplace

Location: Fulham Broadway, SW6 1AH

Competitive Salary Plus Excellent Benefits

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.

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 have 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
• 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.

Key Skills / Qualifications Needed For This Role

• 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

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

Why Bupa?

We're a health insurer and provider. 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 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. We encourage interested candidates to submit their application as soon as possible.

Time Type

Full time

Job Area

Administration

Locations

• Mindplace Fulham Broadway