Administrative Assistant

Bupa; Harrow; On-site; GBP 27,000 - 34,000; Full time

Benefits offered by this job

25 days holiday

Competitive pension plans

Parental leave options

Wagestream access

My Bupa Extras discounts

Job summary

Bupa Mindplace Harrow is seeking an Administrative Assistant to manage front-desk and administrative tasks at Mindplace Harrow, HA1 1BE. The role is full-time, 37.5 hours weekly, with shifts from 8am–10pm and rotational weekends. Salary is £30,500 per annum with comprehensive benefits.

You will handle customer queries, paperwork, payments, and ensure smooth centre operations while delivering excellent service to adults and children alike.

Qualifications

• Excellent communication skills, both written and verbal.
• Deliver outstanding customer service with a friendly, welcoming manner.
• Administrative and reception experience.
• Well organised, reliable and proactive.
• Computer literate; knowledge of medical terminology is desirable.

Responsibilities

• Greet and welcome customers and support the customer journey to checkout.
• Answer, screen, and forward inquiries via phone and email.
• Maintain a well-presented reception and waiting areas.
• Ensure reports are dispatched within SLA and manage abnormal results.
• Prepare appointment packs, clinical files, and consent forms.
• Process payments, invoices, and charges upon departure.
• Organise documents to meet deadlines and manage post.
• Monitor stocks and order goods when required.
• Generate letters as required by the business.

Skills

Excellent communication

Customer service

Reception experience

Organised

Proactive attitude

Tools

MS Office

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.