Administrative Coordinator

1 day ago

Ringwood East, Victoria, Australia Bupa Full time

Job Overview:

We are seeking an experienced and skilled Administrative Coordinator to join our team at Bupa Clinic in Ringwood. As a key member of our support functions, you will play a vital role in ensuring the smooth running of our administration tasks and providing an outstanding experience for our customers.

Key Responsibilities:

  • Coordinate all back of house administration requirements, ensuring the efficient management of tasks and onward requirements of the customer.
  • Ensure all administration supports the centre requirements in providing an exceptional customer experience.
  • Greet and welcome customers, supporting the customer journey throughout the centre and ensuring a thorough checkout process.
  • Answer, screen, and forward incoming customer queries via phone calls and proactively manage local mailboxes and emails.
  • Maintain a well-presented reception and waiting area, ensuring a positive first impression for our customers.
  • Dispatch customer reports within the desired time frame, effectively managing abnormal results and ensuring timely follow-up with suppliers.
  • Ensure all customers have the correct paperwork, including appointment packs, clinical file preparation, and consent forms.
  • Manage results, including receiving, scanning, and uploading, and follow up with suppliers to ensure turnaround within the agreed SLA.
  • Process payments, invoices, added charges, and credit notes upon customer departure.
  • Organise and prioritise documents to ensure a quick turnaround, meeting deadlines and supporting the efficient management of tasks.
  • Assist in bookings of mammograms and MSK referrals, where delivered at the centre.
  • Post – collect, open, date stamp, distribute incoming post, and post outgoing post.
  • Generate letters as required by the business.
  • Monitor stocks and order goods when required.

Requirements:

  • PC literate, with excellent knowledge of MS office packages.
  • Experience of working within a busy clinical environment.
  • Medical Secretary experience.
  • Some previous leadership experience and people management skills (desirable).
  • Customer service experience and highly customer-focused.
  • Excellent interpersonal, written, and verbal communication skills.
  • Excellent organisation and time management skills.

Why Bupa?

We are a health insurer and provider, with no shareholders. Our customers are our focus, and we reinvest profits into providing more and better healthcare for the benefit of current and future customers.

Our benefits are driven by what matters to our people. We believe all our colleagues should be rewarded for their efforts. We offer a range of benefits to support both your physical and mental wellbeing, including:

  • 25 days holiday, increasing through length of service, with option to buy or sell.
  • Bupa health insurance as a benefit in kind.
  • An enhanced pension plan and life insurance.
  • Annual performance-based bonus as part of the Staff Bonus Scheme.
  • Onsite gyms or local discounts where no onsite gym available.
  • Various other benefits and online discounts.

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