Administrative Assistant

Administrative Assistant – Mindplace Location: Mindplace Newcastle, Unit 1.88 St. Michaels Way, Metrocentre, Gateshead, NE11 9YG Salary: £26,800 per annum plus excellent benefits. Position: Permanent, full‑time, 37.5 hours per week (Monday to Friday shifts between 8am–10pm & Saturday 9am–5pm). Bupa believes caring for your mind should feel as natural as caring for your body. We are creating dedicated spaces with expert face‑to‑face support, grounded in nearly 80 years of trusted care. As an employee, you will be part of a team that prioritises patients, reinvesting our profits back into our business to give you the extra time and technology to make a difference every day. Key Responsibilities Greeting and welcoming customers, supporting the entire customer journey through the centre to thorough 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 the centre within the desired time frame, including effective management of abnormal results. Ensuring all customers have the correct paperwork: appointment packs, clinical file preparation, and consent forms. Effective results management – receiving, scanning, uploading, and following up with suppliers to ensure turnaround within the agreed SLA. Managing customer details, appointments and rescheduling in EXACT/BOSS/Meddbase, and processing payments, invoices, added charges and credit notes upon departure. Organising documents for quick turnaround, working in date order and prioritising to meet deadlines. Assisting in bookings of mammograms and MSK referrals (where delivered at the centre). Post management – collecting, opening, dating, stamping, distributing incoming post, and managing 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. Actively keeping facilities well‑presented through proactive escalation when necessary. 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. 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 with length of service, with option to buy or sell. Bupa health insurance as a benefit in kind. Long Service rewards: ecards, extra holidays, and monetary rewards for milestones. 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, plus unique products such as the Menopause plan. My Bupa Extras – discounts at retailers, plus tools, content, and information to support wellbeing. Why Bupa Bupa is a health insurer and provider with no shareholders; our customers are our focus. Our people are all driven by the same purpose – helping people live longer, healthier, happier lives and making a better world. We make health happen by being brave, caring and responsible in everything we do. Bupa encourages all people to “Be you at Bupa”, champions diversity, and strives to have an inclusive workforce that represents the communities and customers we serve. We especially encourage applications from people with diverse backgrounds and experiences. Bupa is a Level 2 Disability Confident Employer. We offer suitable interview/assessment to every disabled applicant who meets the minimum criteria for the role and provide reasonable adjustments throughout the recruitment process. Time Type: Full time Job Area: Administration Job Function: Administrative • Industries: Hospitals and Health Care Seniority Level: Entry level #J-18808-Ljbffr