Administrative Assistant

Bupa; Greater London; On-site; GBP 26,000 - 35,000; Full time

Benefits offered by this job

Bupa health insurance

25 days annual leave (plus volunteer)

Enhanced pension & life insurance

Discounted dental cover

Digital GP access

Job summary

Bupa Mindplace in Fulham Broadway is seeking an Administrative Assistant to manage front desk and reception duties, ensuring a smooth patient journey from arrival to checkout. You will handle queries via phone and email, maintain a welcoming reception, and ensure accurate paperwork and timely reporting.

Role requires strong organisational skills, proactivity, and experience in administrative/reception work.

Qualifications

• Excellent communication skills both written and verbal.
• Administrative and reception experience.
• Well organised and proactive attitude.
• Computer literate.
• Knowledge of medical terminology (desirable).

Responsibilities

• Greet and welcome customers, supporting their journey through the centre to checkout.
• Answer and screen incoming queries via phone and email, manage local mailbox.
• Maintain a well-presented reception and waiting areas.
• Ensure patient paperwork, appointment packs, and consent forms are ready.
• Process payments, invoices, added charges and credit notes on departure.
• Manage documents efficiently to meet deadlines.

Skills

Communication skills

Administrative experience

Reception experience

Organised

Computer literacy

Medical terminology knowledge

Tools

Exact/BOSS/Meddbase

Job description

Job Description: Administrative Assistant – Mindplace

Location: Fulham Broadway, SW6 1AH

£30,500 per annum 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 (9:0am 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:

• 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:

• 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.

Time Type: Full time Job Area: Administration Locations: Fulham Broadway Mindplace