Administrative Assistant

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

Benefits offered by this job

25 days holiday

Pension & life insurance

Bupa health insurance

Dental cover discount

Digital GP access

Wellbeing support

Job summary

Bupa Mindplace Stafford is seeking a dedicated Administrative Assistant to manage administrative and receptionist activities at Mindplace Stafford. Based at Riverside Shopping Centre, ST16 3AL, this permanent, full-time role offers 37.5 hours across Monday to Friday with shifts between 8am–10pm and Saturday 9am–5pm.

You will greet customers, handle inquiries, process payments and assist with bookings and reports, ensuring exceptional service and smooth operation of the centre.

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.
• Computer literate.
• Knowledge of medical terminology (desirable).
• 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.

Responsibilities

• Greeting and welcoming customers and 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

Skills

Excellent communication

Customer service

Administrative experience

Reception experience

Organised

Computer literate

Medical terminology knowledge

Flexible hours

Adaptable

Teamwork

Autonomous

Business environment understanding

Tools

EXACT/BOSS/Meddbase

Job description

Job Description: Administrative Assistant - Mindplace Mindplace Stafford, Unit A1B-A1C, Riverside Shopping Centre - ST16 3AL Permanent. Full time, 37.5 hours. Monday to Friday on shifts between 8am - 10pm & Saturday 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.

Your 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 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

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.

Time Type: Full time

Job Area: Administration

Locations: Mindplace Stafford

We employ more than 80,000 people globally who are making this a reality. We encourage applications from people with diverse backgrounds and experiences. 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.