Administrative Assistant

Administrative Assistant – Mindplace

Mindplace Harrogate, HG1 1JG

Permanent. Full time, 37.5 hours. Monday to Friday shifts between 8am – 10pm & Saturday 9am – 5pm Sunday 9-5

£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.

Responsibilities

• Greeting and welcoming customers and supporting their journey through the centre to 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 centres within the desired time frame, including effective management of abnormal results.
• Ensuring all customers have correct paperwork (appointment packs, clinical file, consent forms).
• Effective results management (receiving, scanning, uploading) and following up with suppliers to meet SLA.
• Managing customer details, appointments booking, changes, rescheduling in EXACT/BOSS/Meddbase; processing payments, invoices, charges and credit notes upon departure.
• Organising timely document turnaround, working in date order and prioritising to meet deadlines.
• Assisting in bookings of mammograms and MSK referrals (where delivered at the centre).
• Handling post: collecting, opening, date‑stamping, distributing incoming post, and posting outgoing items.
• Generating letters as required by the business.
• Monitoring stock and ordering goods when required.
• Processing invoices/delivery notes as per Bupa policy.
• Playing an active part in ensuring well‑presented facilities through pro‑activity and effective escalation as required.

Key Skills / 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 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 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 through length of service, with option to buy or sell.
• Bupa health insurance as a benefit in kind.
• Long Service – reward at milestones with e‑cards, extra holidays and money.
• Interest‑free annual travel loan for public transport season tickets.
• Wagestream – early access up to 40% of earned wages within minutes.
• Competitive Pension plans and parental leave options, as well as access to unique products such as our Menopause plan.
• My Bupa Extras – discounts at retailers, plus tools, content and information to support wellbeing.

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.

Full time

Administration

Mindplace Harrogate

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