Administrative Assistant

Bupa; Maidstone; On-site; GBP 27,000 - 32,000; Full time

Benefits offered by this job

25 days holiday

Volunteer days

Pension & life insurance

Health insurance

Dental cover discount

Digital GP access

Wellbeing support

Financial wellbeing

Job summary

Mindplace Maidstone is seeking an Administrative Assistant to provide frontline reception and administrative support at the Mindplace centre.

You will greet customers, manage the customer journey from arrival to checkout, handle calls and emails, maintain the reception area, and ensure accurate paperwork and appointments.

This full-time role is 37.5 hours per week on shifts between 8am–10pm with rotational Saturdays, offering £27,900 per year plus excellent benefits.

Qualifications

• Excellent written and verbal communication.
• Administrative and reception experience.
• Well organised, reliable and proactive.
• Computer literate.
• Knowledge of medical terminology (desirable).
• Flexible with hours and shift patterns.
• Strong time management and autonomy.
• Ability to work well within a multi-disciplinary team.

Responsibilities

• Greet and assist customers; manage the customer journey through the centre to checkout.
• Answer calls, screen queries and manage mailbox and emails.
• Maintain a well-presented reception and waiting areas.
• Manage appointments and prepare paperwork (packs, clinical files, consents).
• Process payments, invoices and charges upon departure.
• Monitor stock and order goods when required.
• Post, stamp and distribute incoming mail; dispatch outgoing post.
• Support for reports and supplier follow-up to meet SLA.

Skills

Communication skills

Administrative and reception

Organisational skills

Computer literacy

Medical terminology knowledge

Flexible with hours

Time management

Autonomy

Tools

EXACT/BOSS/Meddbase

Job description

Job Description:Administrative Assistant - MindplaceMindplace Maidstone, Unit 38 Fremlin Walk Shopping Centre Maidstone, ME14 1PSPermanent. Full time, 37.5 hours.Work Pattern: Monday to Friday on shifts between 8am - 10pm & rotational Saturdays 9am - 5pm£27,900 per annum plus excellent benefitsWe 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 happenWe 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 checkoutAnswering, screening and forwarding incoming customer queries via phone calls and proactively managing local mailbox and emailsProactive in maintaining a well presented reception and waiting areasEnsuring customer reports are dispatched from centres within the desired time frame. This includeseffective management of abnormal resultsEnsure all customers have the correct paperwork to support their visit - appointment packs (where applicable), clinical file preparation and consent formsEffective results management (including receiving, scanning, and uploading) and follow-up of suppliers to ensure turnaround within the agreed SLAEnsure 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 departureOrganise self to ensure a quick turnaround of documents, working in date order and prioritising to meet deadlinesPost - 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 policyPlay 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 verbalDeliver an outstanding customer service by being friendly and welcomingAdministrative and reception experienceWell organised, reliable and have a proactive attitudeComputer literateKnowledge of medical terminology (desirable)Personal characteristics:Flexible with hours, days and shift patternsAdaptable to a changing environmentResilient and driven to provide a world class service in challenging situationsWell-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 teamBenefits: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/sell3 paid volunteering daysEnhanced pension & life insuranceBupa health insuranceDiscounted dental coverDigital GP accessEmotional and family wellbeing supportFinancial wellbeing resourcesSupport for carersWhy 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.Time Type:Full timeJob Area:AdministrationLocations:Mindplace MaidstoneCycle to work scheme, Paid volunteer time, Health & wellbeing programme, Company pension, Referral programme, Employee mentoring programme, Free flu jabs, Private medical insurance, Additional leave, Financial planning services, Private dental insurance, Gym membership