Administrative Assistant

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

Benefits offered by this job

25 days' holiday

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

Mindplace Maidstone is seeking an Administrative Assistant to efficiently manage all administrative and receptionist activities, ensuring smooth operation and outstanding customer service at the centre.

This full-time role (37.5 hours) with shifts 8am–10pm and rotational Saturdays offers £27,900 per annum plus excellent benefits in a patient-focused environment.

Qualifications

• Excellent communication skills, both written and verbal.
• Administrative and reception experience.
• Well organized, reliable and have a proactive attitude.
• Computer literate and proficient with office software.
• Knowledge of medical terminology is desirable.

Responsibilities

• Greeting and welcoming customers and supporting the customer journey through to checkout.
• Answering, screening and forwarding inquiries via phone and email.
• Maintain a well-presented reception and waiting area.
• Manage reports and documentation, deadlines, and filing.
• Process payments, invoices, and charges at departure.
• Organize documents and ensure timely post handling.
• Post handling and letter generation as required by the business.
• Monitor stocks and order goods when needed.
• Process invoices/delivery notes per policy.

Skills

Excellent communication

Administrative and reception

Well organized

Computer literate

Medical terminology (desirable)

Job description

Administrative Assistant - Mindplace

Mindplace Maidstone, Unit 38 Fremlin Walk Shopping Centre, Maidstone, ME14 1PS. Permanent. 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 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.

Key responsibilities

• 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
• 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

• 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.

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:

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.