Administrative Assistant - Mindplace Fulham Broadway

About the role

Bupa is looking for a dedicated Administrative Assistant to manage all administrative and receptionist activities at its Mindplace centre in Fulham Broadway, London. The role is essential for the smooth running of the centre and provides outstanding customer service to adult and child customers. Working hours are 08:00 to 22:00 with rotational weekends (09:00 to 17:00); shifts are scheduled in advance, usually over a 5-day week, with a day off in lieu for weekend work.

Key responsibilities

• Greet and welcome customers and support them through the centre until checkout.
• Answer, screen and forward customer queries by phone, and manage the local mailbox and emails.
• Maintain a well-presented reception and waiting areas.
• Dispatch customer reports on time, including abnormal results, and manage supplier follow-up to meet agreed SLAs.
• Prepare appointment packs, clinical files and consent forms, and ensure appointment details are correct in EXACT/BOSS/Meddbase.
• Handle payments, invoices, added charges and credit notes after each visit.
• Organise mammogram and MSK referral bookings where delivered at the centre.
• Sort incoming and outgoing post, generate letters, monitor stock and order goods, and process invoices and delivery notes.
• Keep documents ready in date order and escalate issues promptly.

Required profile

• Previous reception and administrative experience in a busy, customer-facing environment.
• Experience managing appointments, handling enquiries and keeping accurate records.
• Ability to handle confidential information in line with data protection requirements.
• Flexible with hours, days and shift patterns, able to work autonomously in a busy environment.
• Knowledge of medical terminology is desirable.

Required skills

• Excellent written and verbal communication.
• Microsoft Office, and competence with databases, CRM or appointment booking systems.
• Strong organisation, attention to detail and time management.

What we offer

• Salary of £30,500 per year plus benefits.
• 25 days' holiday increasing with service, and 3 paid volunteering days.
• Enhanced pension and life insurance, Bupa health insurance and discounted dental cover.
• Digital GP access, emotional and family wellbeing support, financial wellbeing resources and support for carers.
• Flexible working and family-friendly benefits.