Administrative Assistant

Bupa; Winchester; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

25 days’ holiday (increasing with long

Enhanced pension & life insurance

Bupa health insurance

Dental cover

Digital GP access

Emotional and family wellbeing support

My Bupa Extras

Support for carers

Job summary

Mindplace Winchester is seeking a dedicated Administrative Assistant to manage all reception and administrative tasks, ensuring smooth operation of the centre. You will greet customers, handle enquiries, manage appointments, and support the patient journey through to checkout.

You will maintain accurate records, process payments and invoices, organise documents, monitor stock and liaise with team members. The role requires excellent communication, discretion with confidential information, and

Qualifications

• 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.

Responsibilities

• Greet and welcome customers and support the customer journey through to checkout.
• Answer, screen and forward incoming queries via phone and email; manage local mailbox.
• Maintain well-presented reception and waiting areas.
• Ensure customer paperwork and appointments are accurate and up-to-date.
• Process payments, invoices, and charges; issue credit notes as needed.
• Organise documents and ensure deadlines are met; manage post and letters.
• Monitor stocks and order goods when required.
• Process invoices/delivery notes per policy.
• Support facilities and escalate issues to maintain a high standard of service.

Skills

Reception experience

Appointment management

Communication skills

Customer service

Data privacy

Microsoft Office

Attention to detail

Medical terminology

Tools

CRM systems

Microsoft Office

Appointment booking systems

Job description

Administrative Assistant – Mindplace

Mindplace Winchester, 129 High Street, SO23 9AX Permanent Full time, 37.5 hours. Monday to Friday on shifts between 8am – 10pm & rotational Saturday & Sunday 9am – 5pm Competitive salary plus excellent benefits

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

• 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 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.

Time Type: Full time Job Area: Administration Locations: Mindplace Winchester

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.