Location: Linenhall Street, Belfast
Hours: Full-Time (Mon to Fri 37.5 hours)
Salary: £12.75 per hour
Contract: Temporary

About the Role:

On behalf of our client, MPA Recruitment is seeking to appoint an Administrative Support Assistant (Band 3) based in Belfast.

This is an excellent opportunity for an organised and detail-focused administrator to provide comprehensive administrative and clerical support, with a particular focus on the Medical Records Review Service. The successful candidate will be responsible for preparing, scanning, indexing and quality assuring medical records and associated documentation, ensuring sensitive information is accurately processed, securely stored and managed in line with Information Governance and data protection requirements

Key Responsibilities:

Medical Records & Data Management

• Prepare paper medical records and associated documentation for scanning, ensuring records are organised, complete and suitable for electronic capture.
• Scan high volumes of confidential medical records and correspondence using approved scanning equipment and processes.
• Undertake quality assurance checks to ensure scanned documents are complete, legible, correctly indexed and accurately uploaded.
• Upload and store scanned records within approved electronic filing systems, ensuring documents are correctly named, categorised and referenced.
• Maintain accurate records of scanning activity, including volumes processed, outstanding work and any issues requiring escalation.
• Identify and report missing, incomplete, duplicate or poor-quality records to the appropriate manager.

Records & Information Governance

• Handle sensitive personal and health information in accordance with GDPR, Information Governance requirements and records management procedures.
• Retrieve, sort and re-file medical records and supporting documentation as required.
• Assist with the secure storage, tracking and disposal of paper records in line with records retention and destruction schedules.
• Maintain accurate and confidential electronic and paper records.
• Ensure all information is handled securely and in accordance with organisational policies and procedures.

Administrative & IT Support

• Use Microsoft Office applications, SharePoint and other electronic systems to maintain accurate records and support administrative processes.
• Provide general administrative and clerical support to the Medical Records Review team.
• Maintain accurate records of work completed and support the team in meeting operational targets.
• Contribute to continuous improvement initiatives aimed at improving the efficiency, accuracy and security of records management processes.
• Work effectively as part of a team while managing individual workloads and meeting deadlines.

What We’re Looking for?

Essential Criteria:

Applicants must demonstrate one of the following:

• GCSE Mathematics and English Language, Grades A–C, or equivalent qualifications to demonstrate literacy and numeracy skills, plus at least 1 year’s administrative/clerical experience in an office-based environment.

OR

• At least 2 years’ administrative/clerical experience in an office-based environment.

In addition, applicants must demonstrate:

• Experience carrying out routine administrative and clerical duties, including filing, photocopying, scanning, data input, maintaining records, dealing with correspondence or using office systems.
• Experience using Microsoft Office applications, such as Word, Excel, Outlook or Teams, within an administrative environment.
• Experience handling information accurately and confidentially in line with organisational procedures.
• Experience of scanning, indexing, filing or maintaining paper and electronic records.
• Experience using electronic filing, document management or similar systems.
• Awareness of confidentiality, data protection, Information Governance or records management requirements.
• Excellent attention to detail and accuracy.
• Strong organisational skills with the ability to prioritise workload effectively.
• Ability to work independently and as part of a team.

Desirable Criteria:

• Previous experience working within a Health & Social Care, healthcare, public sector or records management environment.
• Experience using SharePoint or similar electronic document management systems.
• Experience handling confidential medical, patient or sensitive personal information.

Additional Information:

• An Access NI Check may be required for this role.

What we can offer you:

• Weekly pay
• Holiday pay
• Pension contribution
• 24/7 support from our dedicated recruitment consultants
• Access to a wide range of public sector opportunities
• Ongoing role availability — if one placement ends, we aim to secure another.

Why Apply?

• Gain valuable experience within the Health & Social Care sector
• Develop your administrative, records management and IT skills within a professional healthcare environment
• Gain experience working with confidential medical and patient information
• Work as part of a supportive and dedicated team
• Develop valuable experience in Information Governance and electronic records management
• Opportunities for ongoing assignments and future career development

MPA Recruitment is an equal opportunities employer.