Administrative Assistant

Job Title: Administrative Assistant - Mindplace. Location: Mindplace Chertsey, 124 Melita House, Chertsey, KT16 8LA. Employment type: Permanent, Full time, 37.5 hours per week. Shift pattern: Monday to Friday 8am - 10pm, Saturday 9am - 5pm. Salary: £26,800 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.

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.

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 the local mailbox and emails.
• Proactively maintaining a well presented reception and waiting areas.
• Ensuring customer reports are dispatched from the centre within the desired time frame, including effective management of abnormal results.
• Ensuring all customers have the correct paperwork for the visit - appointment packs (where applicable), clinical file preparation and consent forms.
• Effective results management - receiving, scanning, uploading and following up with suppliers to ensure turnaround within the agreed SLA.
• Ensuring all customer details are correct, customers are arrived, appointments booked, changed and rescheduled on EXACT/BOSS/Meddbase.
• Processing payments, invoices, added charges and credit notes upon customer departure.
• Organising documents to guarantee a quick turnaround, working in date order and prioritising to meet deadlines.
• Assisting in bookings of mammograms and MSK referrals (where delivered at the centre).
• Post - collecting, opening, dating, stamping, distributing inbound post and posting outbound post.
• Generating letters as required by the business.
• Monitoring stocks and ordering goods when required.
• Processing invoices and delivery notes as per Bupa policy.
• Actively ensuring well presented facilities through proactive and effective escalation as and when required.

Qualifications and Key Skills

• Excellent communication skills, 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).

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 multidisciplinary team.

Benefits

• 25 days holiday, increasing through length of service, with option to buy or sell Bupa health insurance as a benefit in kind.
• Long Service rewards - ecards, extra holidays and money at milestones.
• Interest free annual travel loan for public transport season tickets.
• Wagestream - early access up to 40% of your earned wages within minutes.
• Competitive pension plans and parental leave options, plus access to unique products such as our Menopause plan.
• My Bupa Extras - discounts at retailers and a range of tools, content and information to support your wellbeing.

Bupa is a Level 2 Disability Confident Employer. We aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role and ensure fair treatment with reasonable adjustments.

Time Type: Full time. Job Area: Mindplace Chertsey.