Administrative Assistant

Richmond Villages – Administrative Assistant Location: Mindplace Cardiff, Unit 1 Capital Quarter No.4 Tyndall Street (Driscoll Building), CF10 4BQ Salary: £26,800 Per Annum + Excellent Benefits Job Description 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. 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. Proactively 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 to support their visit – appointment packs (where applicable), clinical file preparation and consent forms. Managing results – receiving, scanning, uploading and following up with suppliers to ensure turnaround within the agreed SLA. Ensuring all customer details are correct and patients arrive, appointments are booked, changed, and rescheduled on EXACT/BOSS/Meddbase; processing payments, invoices, added charges and credit notes upon customer departure. Organising document flow to ensure a quick turnaround, working in date order and prioritising to meet deadlines. Assisting in bookings of mammograms and MSK referrals (where delivered at the centre). Managing post – collecting, opening, date‑stamping, distributing incoming post and posting outgoing post. Generating letters as required by the business. Monitoring stocks and ordering goods when required. Processing invoices/delivery notes in accordance with Bupa policy. Playing an active part in ensuring well‑presented facilities through proactive and effective escalation as required. Qualifications Excellent communication skills, both written and verbal. Experience in delivering outstanding customer service, being friendly and welcoming. Previous 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. Effective time management. Ability to work autonomously in a busy environment. Understanding of the business environment. Ability to work well within a multidisciplinary team. Benefits 25 days holiday (increasing through length of service, with option to buy or sell). Health insurance as a benefit in kind. Long Service rewards – ecards, extra holidays and money at milestones. Interest‑free annual travel loan to enable 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, plus access to unique products such as our menopause plan. My Bupa Extras – discounts at your favourite retailers, plus a huge range of tools, content and information to support your wellbeing. Why Bupa 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 of our people to "Be you at Bupa", champion diversity, and we understand the importance of our people representing the communities and customers we serve. 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 we will provide reasonable adjustments as part of our recruitment process where needed. #J-18808-Ljbffr