Title
Administrative Assistant – Mindplace
Location
Winchester, 129 High Street, SO23 9AX
Job Type
Full time, Permanent. 37.5 hours per week, Monday to Friday shifts 8am‑10pm and Saturday 9am‑5pm.
Salary
£26,800 per annum plus excellent benefits.
Summary
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 provides outstanding customer service.
Key Responsibilities
- Greeting and welcoming customers and supporting the customer journey throughout the centre to checkout.
- Answering, screening and forwarding incoming customer queries via phone calls and proactively managing 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 to support their visit—appointment packs (where applicable), clinical file preparation and consent forms.
- Managing results effectively (receiving, scanning, uploading) and following up with suppliers to ensure turnaround within the agreed SLA.
- Ensuring all customer details are correct and appointments are booked, changed or rescheduled on EXACT/BOSS/Meddbase. Processing payments, invoices, added charges and credit notes upon customer departure.
- Organising documents to ensure quick turnaround, working in date order and prioritising to meet deadlines.
- Assisting in bookings of mammograms and MSK referrals (where delivered at the centre).
- Collecting post, opening, date‑stamping, distributing incoming post and posting outgoing post.
- Generating letters as required by the business.
- Monitoring stocks and ordering goods when required.
- Processing invoices and delivery notes as per Bupa policy.
- Playing an active part in ensuring well‑presented facilities through proactive escalation as necessary.
Key Skills / Qualifications
- 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 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—mental, physical, financial, social and environmental wellbeing. We support flexible working and offer a range of family‑friendly benefits.
- 25 days holiday, increasing with length of service, with the option to buy or sell.
- Bupa health insurance as a benefit in kind.
- Long Service rewards for milestones—including e‑cards, extra holidays and money.
- Interest‑free annual travel loan to purchase public transport season tickets.
- Wagestream—early access to up to 40% of earned wages within minutes.
- Competitive pension plans, parental leave options and access to unique products such as a Menopause plan.
- My Bupa Extras—discounts at retailers and a range of tools, content and information to support wellbeing.
EEO Statement
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. We will treat you fairly and offer reasonable adjustments as part of our recruitment process to anyone that needs them.
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