Administrative Assistant

Bupa; St Albans; On-site; GBP 22,000 - 28,000; 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 St Albans, operated by Bupa, seeks an Administrative Assistant to manage front-desk duties and administrative tasks in a patient-centred environment.

Role involves welcoming customers, handling queries, processing documents, and supporting a smooth centre operation. Flexible hours with shifts 08:00–22:00, weekends rotation, and a comprehensive benefits package.”

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 attitude.
• Computer literate with ability to use office software.
• Knowledge of medical terminology is desirable.

Responsibilities

• Greet and welcome customers and support their journey through the centre to checkout.
• Answer, screen and forward queries via phone and manage local mailbox and emails.
• Maintain a well-presented reception and waiting areas.
• Ensure reports are dispatched within the target time and manage abnormal results.
• Prepare appointment packs, clinical files and consent forms as required.
• Manage results (receiving, scanning, uploading) and follow up with suppliers to meet SLA.
• Update customer details, bookings, changes and reschedules in the system.
• Process payments, invoices, added charges, and credit notes on departure.
• Organise documents and prioritise to meet deadlines.
• Assist in mammogram and MSK referral bookings where applicable.
• Handle post – collect, open, stamp, distribute and post outgoing mail.
• Generate letters as required by the business.
• Monitor stocks and order goods when needed.
• Process invoices/delivery notes per policy and escalate issues.

Skills

Communication

Customer service

Administrative experience

Reception experience

Organised

Proactive

Computer literacy

Medical terminology (desirable)

Tools

MS Office

Meddbase

EXACT

BOSS

Job description

Job Description

Administrative Assistant – Mindplace

Mindplace St Albans, Suite 2, West Wing - 1 Abbey View, Everard Cl, St Albans AL1 2PS

Competitive Salary plus excellent benefits

Working Hours are between: 08:00 to 22:00 & rotational weekends 09:00 to 17:00. Shift patterns are organised in advance and usually over a 5 day week, with 1 day in lieu when working a weekend day.

Shift Pattern: To support our clients, our Mind Place centres opening hours are: Rotating rota: Shifts are scheduled in advance and take place between 8:00am and 10:00pm, Monday to Friday. Weekend coverage: Occasional weekend shifts (9:00am to 5:00pm) are required, with a day off in lieu provided during the week, maintaining a 5-day working week.

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 have 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
• 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:

• 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

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:

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.

Time Type: Full time Job Area: Administration Locations: Mindplace St Albans

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. If you've got the belief, the drive and the talent to help us in our ambition then we’d like to hear from you. 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.