Administration Assistant

Job Description:

Administrative Assistant - Bupa Mind Place

Location:

Mindplace Newcastle, Unit 1.88 St. Michaels Way, Metrocentre, Gateshead, NE11 9YG

Salary: £27,900 per annum, plus excellent benefits

Permanent

Full time: 37.5 hours

Working Hours are between: 08:00 to 22:00 & rotational weekends 09:00 to 17:00 Saturday & 11:00 to 17:30 Sunday

Shift patterns are organised in advance and usually over 5 day week, with 1 day in lieu when working a weekend day.

Shift Pattern:

To support our clients, our Mind Place centres opening hours are:

• Rotating rota: Shifts are scheduled in advance and take place between 08:00am and 10:00pm, Monday to Friday
  . Usual shift pattern is 8 am to 2pm, 10 am to 6 pm & 2 pm to 10pm

• Weekend coverage: 1 in 3 shift patterns (9:00am to 5:00pm Saturday & 11:am to 5.30 pm Sunday
  ) are required, with days off in lieu provided during the week
  , maintaining a 5-day working week.

We’re 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.

We encourage all 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.

We believe caring for your mind should feel as natural as caring for your body. That’s why we’re creating dedicated spaces with expert face‑to‑face support, grounded in nearly 80 years of trusted Bupa care.

As an employee at Bupa, our patients will be your top priority. With no shareholders, we reinvest our profits back into our business to give you the extra time and technology you need to make a difference to our patients every day.

We are looking for a dedicated individual to efficiently and effectively manage all administrative and receptionist 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.

• Greeting and welcoming customers in addition to 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 local mailbox and emails

• Proactive in maintaining a well‑presented reception and waiting areas

• Ensure all customers have the correct paperwork to support their visit - appointment packs (where applicable), clinical file preparation and consent forms

• Ensure all customer details are correct, customers have arrived, appointments booked, changed, and rescheduled on Meddbase. Process of payments, invoices, added charges and credit notes upon customer departure

• Organise self to ensure a quick turnaround of documents, working in date order and prioritising to meet deadlines

• Generate letters and emails as required by the business.

• Monitor stocks and order goods when required.

• Process invoices/delivery notes as per Bupa policy

• Play an active part in ensuring well‑presented facilities through pro‑activity and effective escalation as and when required.

• Excellent communication skills both written and verbal

• Deliver an outstanding customer service by being friendly and welcoming

• Administrative and reception…