Job Description
Administrative Assistant – Mindplace
Mindplace Peterborough, Serpentine Green Hargate Way, Hampton, Peterborough, PE7 8BE
Permanent. Full time, 37.5 hours.
Hours will consist of a combination of weekday shifts 2pm‑10pm and at least one shift over the weekend Sat 9am-5pm or Sun 11am-5pm with some flexibility to cover day shifts as required.
£27,900 per annum plus excellent benefits.
This role is essential for the smooth operation of our centre and is crucial in providing outstanding customer service.
Key Responsibilities
* Greeting and welcoming customers and supporting the customer journey throughout the centre right through to checkout.
* Answering, screening and forwarding incoming customer queries via phone calls and proactively managing local mailbox and emails.
* 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 the correct paperwork to support their 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, managing appointments on EXACT/BOSS/Meddbase, processing payments, invoicing, added charges and credit notes upon customer departure.
* Organising documents to ensure 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).
* Collecting, 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/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 Needed For This Role
* 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 – please only apply if you can commit to the required hours.
* 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 through length of service, with option to buy or sell.
* Bupa health insurance as a benefit in kind.
* Long Service rewards – milestones at Bupa rewarded with e‑cards, extra holidays and money.
* Interest‑free annual travel loan for public transport season tickets.
* Wagestream – early access to up to 40% of 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 your favourite retailers, plus a wide range of tools, content and information to support your wellbeing.
EEO Statement
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.
Employment Details
Time Type: Full time
Job Area: Administration
Locations: Mindplace Peterborough
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