Administrative Assistant

Bupa; Shirrell Heath; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

25 days holiday

Enhanced pension

Private medical insurance

Dental cover

Job summary

Bupa Mindplace Winchester is seeking an Administrative Assistant to provide front-desk and admin support across the centre. You will greet visitors, manage enquiries, handle correspondence, and assist with clinical administration to keep the patient journey smooth.

The role requires excellent organisational skills, a friendly professional manner, and experience in busy reception environments. Monday–Friday, on-site with shift flexibility.

Qualifications

• Previous reception and administrative experience within a busy customer-facing environment.
• Experience managing enquiries and maintaining accurate records.
• Excellent communication skills, both written and verbal.
• Ability to deliver a professional, friendly and welcoming service to patients and colleagues.
• Experience handling confidential information in line with data protection requirements.

Responsibilities

• Greet and welcome customers and support the customer journey to checkout.
• Answer, screen and forward customer queries via phone and email.
• Maintain a well-presented reception and waiting area.
• Process invoices and payments and manage paperwork for visits.
• Organise documents, post handling, and organise supplier follow-up to meet deadlines.

Skills

Reception experience

Administrative support

Customer service

Excellent communication

Organisational skills

Education

Basic secretarial/administrative qualification

Tools

Microsoft Office

CRM or appointment systems

Job description

Job Description:Administrative Assistant - MindplaceMindplace Winchester, 129 High Street, SO23 9AXPermanentFull time, 37.5 hours. Monday to Friday on shifts between 8am - 10pm & rotational Saturday & Sunday 9am - 5pmCompetitive salary plus excellent benefitsWe make health happenWe 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 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:Previous reception and administrative experience within a busy customer-facing environment.Experience managing appointments, handling enquiries and maintaining accurate records.Excellent communication skills, both written and verbal.Ability to deliver a professional, friendly and welcoming service to patients, customers and colleagues.Experience handling confidential and sensitive information in line with data protection requirements.Competent in using Microsoft Office applications and database, CRM or appointment booking systems.Well organised, reliable and proactive, with strong attention to detail.Knowledge of medical terminology, or the ability to quickly learn and understand 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 carersMy Bupa Extras - discounts at your favourite retailers, plus a huge range of tools, content and information to support you with your wellbeingWhy 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 WinchesterPaid volunteer time, Referral programme, Cycle to work scheme, Gym membership, Additional leave, Company pension, Private medical insurance, Health & wellbeing programme, Free flu jabs, Employee mentoring programme, Private dental insurance, Financial planning services