Administrative Assistant

Join Our Mission to Transform Mental Wellbeing: Administrative Assistant Role at Mindplace

At Mindplace, a pioneering division of Bupa, we are dedicated to fostering mental health through compassionate, expert-led care. With nearly 80 years of experience in delivering exceptional healthcare, we empower our team to make a meaningful difference in the lives of our patients. As an Administrative Assistant, you will play a pivotal role in ensuring seamless operations, delivering outstanding customer service, and contributing to a culture where every interaction leaves a lasting positive impact.

This full-time, permanent position offers a competitive salary of £26,800 per annum, complemented by an extensive benefits package designed to support your overall wellbeing. Reporting to the centre manager, you will be the backbone of our administrative functions, blending organisational excellence with a deep commitment to patient care.

Your Impactful Responsibilities

As the face of Mindplace, your responsibilities will encompass a broad spectrum of administrative and reception duties, ensuring both efficiency and exceptional service delivery:

• Customer Engagement and Journey Management: Welcome patients with warmth and professionalism, guiding them through their visit from arrival to departure. Your attentive support will ensure every interaction is seamless, personalised, and memorable.
• Communication Hub: Act as the primary point of contact for incoming calls, emails, and mail, screening inquiries with precision and forwarding them to the appropriate teams. Proactively manage correspondence to maintain clear and timely communication channels.
• Reception Excellence: Maintain a polished and inviting reception area, reflecting our commitment to creating a welcoming environment for all patients, including children and adults.
• Document and Results Management: Ensure timely dispatch of customer reports, including the handling of abnormal results with sensitivity and urgency. Coordinate the preparation and distribution of appointment packs, clinical files, and consent forms to guarantee patients are fully informed and prepared.
• Appointment Coordination: Utilise systems like EXACT/BOSS/Meddbase to manage appointments, rescheduling, and payments with meticulous accuracy. Process invoices, added charges, and credit notes efficiently to maintain financial transparency.
• Operational Support: Assist in scheduling specialised services such as mammograms and MSK referrals. Handle post collection, distribution, and generation of business correspondence to keep administrative workflows running smoothly.
• Inventory and Procurement: Monitor stock levels and place orders as needed to ensure the centre is always equipped with necessary supplies. Process invoices and delivery notes in alignment with Bupa’s policies.
• Facility Maintenance: Collaborate with the team to uphold the centre’s presentation, addressing any issues proactively and escalating concerns to maintain high standards.

Why Your Skills Matter

We are seeking a detail-oriented and proactive individual who thrives in a dynamic environment. Your success will be built on:

• Exceptional Communication: Both verbal and written, ensuring clarity and professionalism in all interactions.
• Administrative Proficiency: A strong foundation in reception and administrative tasks, with an ability to multitask efficiently.
• Organisational Acumen: Reliability and a proactive mindset to prioritise tasks and meet deadlines without compromise.
• Technological Savvy: Confidence in using digital tools and systems to streamline workflows and enhance productivity.
• Medical Terminology (Desirable): Familiarity with healthcare terminology will be advantageous in supporting our clinical teams.

Personal Attributes That Define Success

Flexibility and adaptability are at the heart of this role. You will need to:

• Embrace a varied schedule, including shifts between 8:00 AM – 10:00 PM (Monday to Friday) and 9:00 AM – 5:00 PM (Saturdays), ensuring coverage across our operational hours.
• Thrive in a fast-paced environment, demonstrating resilience and a solution-oriented approach to challenges.
• Collaborate effectively within a multidisciplinary team, bringing your organisational skills and positive attitude to every task.
• Exhibit strong time management and the ability to work autonomously while maintaining high standards of service.

Join a Purpose-Driven Organisation

At Bupa, we reinvest our profits into our business to enhance the care we provide, offering you the resources and support to excel in your role. Our comprehensive benefits package, including Viva – our global wellbeing programme, reflects our commitment to your holistic wellbeing. Enjoy:

• 25 days of holiday annually, with opportunities to buy or sell additional leave.
• Flexible working arrangements to support a healthy work-life balance.
• Family-friendly benefits tailored to your personal circumstances.
• Access to Bupa’s health insurance and a range of additional perks designed to nurture both your physical and mental health.

If you are passionate about making a tangible difference in mental health care and possess the drive to excel in a supportive, values-driven organisation, we invite you to be part of our journey. Together, we will continue to redefine what it means to care for the mind with the same dedication we reserve for the body.