Administrative Assistant

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

Benefits offered by this job

25 days holiday

Enhanced pension & life insurance

Digital GP access

Emotional and family wellbeing support

Family friendly benefits

Job summary

Bupa Mindplace Leeds is seeking a dedicated receptionist/administrator to ensure smooth operations at our centre. You will greet customers, manage bookings, handle queries by phone and email, and support the patient journey through to checkout.

The role requires excellent communication, organisational skills, and a proactive approach in a busy healthcare environment. You will work in a rotating shift pattern, including evenings and weekends, with competitive benefits and plenty of opportunity to

Qualifications

• Excellent communication skills both written and verbal.
• Deliver outstanding customer service by being friendly and welcoming.
• Administrative and reception experience.
• Well organised, reliable and proactive.
• Knowledge of medical terminology (desirable).

Responsibilities

• Greet and welcome customers and support the customer journey through to checkout.
• Answer and screen incoming queries by phone and email.
• Maintain a well-presented reception and waiting areas.
• Ensure patient paperwork and clinical file preparation are ready.
• Manage results and follow up with suppliers to meet SLA.
• Process payments, invoices, and credits on departure.
• Assist in bookings of mammograms and MSK referrals.
• Monitor stocks and order goods when required.
• Post handling and generating letters as required.

Skills

Communication

Customer service

Administrative experience

Organisation

Medical terminology (desirable)

Job description

Bupa Mindplace Leeds, Great Exhibition Way, Leeds LS5 3BF

Permanent | Full-time | 37.5 hours per week | £27,900 + excellent benefits

Please note: This role operates on a rotating shift pattern, including evenings and weekend working (typically one weekend in three). Shift times vary between 7:30am and 10:00pm on weekdays, 9:00am to 5:00pm on Saturdays and 11:00am to 5:00pm on Sundays.

We make health happen:

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.

Role Overview:

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 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
• Knowledge of medical terminology (desirable)

Personal characteristics:

• Adaptable to a changing environment
• Resilient and driven to provide a world class service in challenging situations
• 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

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
• Enhanced pension & life insurance
• 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. We encourage interested candidates to submit their application as soon as possible.