Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Job Description

Administrator – Mindplace Exeter, Ground Floor, Aperture West, Rydon Lane, Pynes Hill, Exeter, EX2 5SP
. Permanent, full-time, 40 hours per week. Shift patterns include Monday to Friday 8am – 4pm, 9am – 5pm, 10am – 6pm, or 2pm – 10pm, and Saturday 9am – 5pm (with a day of lieu). Salary £26,800 per annum plus benefits.

• Greeting and welcoming customers, supporting the customer journey throughout the centre and ensuring a thorough checkout.
• Answering, screening and forwarding incoming customer queries via phone calls and proactively managing 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 the correct paperwork (appointment packs, clinical file preparation and consent forms).
• Effectively managing results (receiving, scanning, uploading) and following up with suppliers to meet turnaround within agreed SLA.
• Ensuring all customer details are correct, appointments booked, changed or rescheduled on EXACT/BOSS/Meddbase; processing payments, invoices, added charges and credit notes upon customer departure.
• Organising documents to achieve a quick turnaround, working in date order and prioritising to meet deadlines.
• Assisting in bookings of mammograms and MSK referrals delivered at the centre.
• Post – collection, opening, date stamping and distribution of incoming post; posting 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.
• Playing an active part in ensuring well‑presented facilities through proactive escalation when required.

• Excellent communication skills (written and verbal).
• Experience in administration and reception.
• Well organised, reliable and proactive attitude.
• Computer literate.
• Knowledge of medical terminology (desirable).
• Flexible with hours, days and shift patterns.
• Adaptable to a changing environment.
• Resilient and driven to provide a world‑class service in challenging situations.
• Effective time management and ability to work autonomously in a busy environment.
• Understanding of business environment and ability to work well within a multi‑disciplinary team.

• 25 days holiday (increasing with length of service) with option to buy or sell Bupa health insurance as a benefit in kind.
• Loan for public transport season tickets (interest‑free) and early access to up to 40% of earned wages via Wagestream.
• Competitive pension plans and parental leave options.
• Access to unique products such as Menopause plan.
• Discounts at retailers and wellbeing tools through My Bupa Extras.
• Viva wellbeing programme covering mental, physical, financial, social and environmental aspects.
• Family‑friendly benefits and flexible working support.
• Reward system for milestones (ecards, extra holidays, money).

Bupa is a Level 2 Disability Confident Employer. We aim to offer an interview/assessment to every disabled applicant who meets the minimum criteria for the role and will provide reasonable adjustments in the recruitment process.