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

Benefits offered by this job

25 days holiday

Enhanced pension

Digital GP access

Wellbeing support

Job summary

Bupa Mind Place in Cardiff is seeking an Administrative Assistant to efficiently manage all administrative and receptionist activities, supporting a smooth centre operation and outstanding customer service.

The role involves greeting customers, handling inquiries, processing paperwork, bookings, and maintaining a well-presented reception. Flexible hours, with a focus on accuracy and proactive support to patients and staff.

Qualifications

• Excellent communication skills both written and verbal.
• Administrative and reception experience.
• Well organised, reliable and proactive.
• Knowledge of medical terminology (desirable).

Responsibilities

• Greeting and welcoming customers and supporting the customer journey to checkout.
• Answering and forwarding inquiries via phone and email; manage mailbox.
• Maintain a well presented reception and waiting areas.
• Ensure paperwork supports visits; appointment packs, files and consent forms.
• Manage results, invoices, and follow-up with suppliers to meet SLA.
• Book mammograms and referrals where delivered at the centre.
• Post handling, letters generation, and organize documents.

Skills

Excellent communication

Customer service

Administrative experience

Job description

Administrative Assistant - Bupa Mind Place

Competitive Salary + Excellent benefits

Location: Cardiff City Centre, Unit 1, 4, Capital Quarter, Tyndall Street, CF10 4BZ

Permanent

Full time, 37.5 hours (rotational shift patterns)

Operating hours:

To support our customers, the centre operates extended opening hours.

Monday to Friday: Rotating shifts between

8:00am and 10:00pm

9:00am and 5:00pm

Shift patterns are planned in advance and are typically worked across five days per week. When a weekend shift is worked, a weekday will be provided in lieu.

Please note: Successful candidates must be able to work the full range of shifts within the operating hours outlined above.

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.

Role Overview

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

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
• 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
• 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

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
• Enhanced pension & life insurance
• Digital GP access
• Emotional and family wellbeing support
• Financial wellbeing resources
• Support for carers

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. We encourage interested candidates to submit their application as soon as possible.