Administrative Assistant

BUPA Care Homes (CFCHomes); St Albans; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

25 days holidays + service increase

Pension & life insurance

Health insurance

Job summary

Mindplace in St Albans seeks an Administrative Assistant to manage reception and a wide range of administrative tasks across the centre. You will support patient/customer interactions, handle enquiries, keep accurate records, and assist with documentation and payments.

The role requires a proactive, friendly professional with strong organization skills and experience with MS Office and CRM/booking systems. Flexibility with hours and weekend cover is essential.

Qualifications

• Experience in busy customer-facing environments.
• Experience managing appointments and maintaining records.
• Excellent written and spoken communication skills.
• Professional, friendly, and welcoming service to patients and colleagues.
• Experience handling confidential information per data protection rules.
• Proficient with Microsoft Office and CRM/booking systems.
• Well organized, reliable and detail-oriented.
• Desirable: knowledge of medical terminology.

Responsibilities

• Greet and welcome customers and support the customer journey through to checkout.
• Answer, screen and forward inquiries by phone and manage local mailbox and emails.
• Maintain a well-presented reception and waiting area.
• Dispatch customer reports within SLA and manage abnormal results.
• Ensure correct paperwork is present for visits (appointments, files, consent forms).
• Manage payments, invoices, and credits upon departure.
• Organize documents to meet deadlines; manage post and letters.

Skills

Reception experience

Appointment management

Communication skills

Data privacy

MS Office / CRM

Organization

Medical terminology (desirable)

Tools

Microsoft Office

CRM / Appointment systems

Job description

Job Description: Administrative Assistant - Mindplace

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

Permanent

Working Pattern: 37.5 hours per week - on a rota basis between 08:00 and 22:00, Monday to Friday and Saturdays between 8:00 to 16:00

Successful candidates must be able to work within this pattern.

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.

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
• 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:

• 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 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:

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
• 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
• My Bupa Extras - discounts at your favourite retailers, plus a huge range of tools, content and information to support you with your wellbeing

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 makin