Administrative Assistant

Administrative Assistant - Mindplace Mindplace Newcastle, Unit 1.88 St. Michaels Way, Metrocentre, Gateshead, NE11 9YG Permanent, Full time, 37.5 hours per week – Monday to Friday shifts 8am‑10pm, Saturday 9am‑5pm. £26,800 per annum plus excellent benefits. Overview We are looking for a dedicated individual to efficiently and effectively manage all administrative and reception activities. This role is essential for the smooth operation of our centre and is crucial in providing outstanding customer service. You will be a key support network, ensuring that every interaction with our customers – both adults and children – is special and memorable. Your commitment to excellent service will help create positive experiences for everyone who visits us. 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. Proactive in 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 for their visit – appointment packs (where applicable), clinical file preparation and consent forms. Effective results management (including receiving, scanning, uploading) and follow‑up of suppliers to ensure turnaround within the agreed SLA. Ensuring all customer details are correct, customers are checked in, appointments booked, changed and rescheduled in EXACT/BOSS/Meddbase. Processing payments, invoices, added charges and credit notes upon customer departure. Organising self to ensure a quick turnaround of documents, working in date order and prioritising to meet deadlines. Assisting in bookings of mammograms and MSK referrals (where delivered at the centre). Post – collect, open, date stamp, distribute incoming post, and post 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 and when required. Key Skills / Qualifications Excellent communication skills – written and verbal. Deliver an 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 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 – for every milestone at Bupa we reward with e‑cards, extra holidays and money. Interest‑free annual travel loan to enable the purchase of public transport annual 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 favourite retailers, plus a huge range of tools, content and information to support wellbeing. Diversity & Inclusion We encourage all of our people to “Be you at Bupa”, we champion diversity, and we understand the importance of our people representing the communities and customers we serve. That’s why we especially encourage applications from people with diverse backgrounds and experiences. 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 will treat all applicants fairly and offer reasonable adjustments throughout the recruitment process to anyone that needs them. Location Mindplace Newcastle Job Type Full time #J-18808-Ljbffr