Band 3 Administrator Part time

Medical Secretary, Medical Records Department - Band 3 (Part Time)

Honeycomb is pleased to be working with the South Eastern Health & Social Care Trust to recruit a part-time Medical Secretary for the Medical Records Department at Downshire Hospital, Downpatrick.

Location: Downshire Hospital, Downpatrick - Medical Records Department
Contract: Initially until the end of December 2026
Hours: 18.75 hours per week, Monday to Friday
Pay Rate: £12.75 per hour

This is an excellent opportunity for an organised and motivated administrator to join the South Eastern Health & Social Care Trust, providing essential secretarial and administrative support within the Medical Records Department.

The successful candidate will be responsible for a range of administrative duties, including word processing, maintaining accurate records, managing correspondence and handling telephone enquiries. The role requires excellent organisational skills, attention to detail and the ability to manage competing priorities while maintaining confidentiality when dealing with sensitive information.

Key Responsibilities

• Providing efficient secretarial and administrative support to the department.
• Typing, formatting and preparing letters, reports and other documentation.
• Maintaining accurate electronic and paper-based records in line with Trust policies and procedures.
• Managing incoming and outgoing telephone calls, correspondence and general enquiries.
• Using Microsoft Office applications, including Word, Excel and Outlook, to support daily administrative activities.
• Maintaining filing systems and ensuring records are stored, archived and disposed of in accordance with records management procedures.
• Updating spreadsheets, collating information and assisting with the preparation of reports where required.
• Organising meetings and assisting with minute taking and the distribution of minutes where necessary.
• Liaising professionally with colleagues, service users and external organisations.
• Prioritising workloads and ensuring tasks are completed accurately and within agreed timescales.
• Maintaining confidentiality and complying with data protection and information security requirements.
• Working collaboratively with colleagues and following relevant Trust policies and procedures.

The ideal candidate will be reliable, well organised and comfortable working in a busy administrative environment. Strong communication skills, accuracy and the ability to use initiative are essential, alongside a professional approach to handling confidential information.

Essential Criteria

Applicants must meet one of the following qualification and experience requirements:

Option 1:

• Four GCSEs at grades A-C, including English Language, or equivalent qualifications.
• At least one year's experience in a secretarial, administrative or clerical role.

OR

Option 2:

• NVQ Level 2 in Administration, or an equivalent qualification.
• At least one year's experience in a secretarial, administrative or clerical role.

OR

Option 3:

• At least two years' experience in a secretarial, administrative or clerical role.

In addition, applicants must demonstrate:

• RSA/OCR Stage II Text Processing Parts I and II, or an equivalent or higher qualification; OR, at least 12 months' word processing experience, including typing and formatting reports and letters.
• Experience using Microsoft Office packages, specifically Word, Excel and Outlook.

Essential Skills and Knowledge

Candidates will also need to demonstrate:

• The ability to work effectively as part of a team.
• The ability to use their own initiative.
• Excellent organisational skills and the ability to prioritise workloads.
• Effective written and verbal communication skills.
• The ability to work in a challenging and changing environment.
• Accuracy and attention to detail in all aspects of work.
• The ability to use office administration systems, including diary management and filing systems.
• Knowledge of the Data Protection Act and the importance of maintaining confidentiality.

Desirable Criteria

The following experience may be advantageous during the selection process:

• Experience using computerised patient information systems.
• Experience using office administration systems, including diary management and filing.
• Experience in minute taking.
• Experience handling and processing documentation containing distressing content.
• Experience dealing with distressing telephone calls or face-to-face contact with service users.

Additional Information

If you have previous secretarial or administrative experience and are looking for an opportunity to contribute to the delivery of healthcare services, we would welcome your application.

To apply confidentially, please submit your CV via the application link provided. Alternatively, you can contact Niamh Crummey if you require any further information about the position.

If you need any reasonable adjustments or additional assistance during the recruitment process, please let us know and we will be happy to make the necessary arrangements.

Please note that successful candidates may be required to undergo a Basic or Enhanced AccessNI check, with a fee of £18+. Having a previous conviction will not automatically prevent an appointment, and any information disclosed will be treated with the appropriate level of confidentiality.

Honeycomb is committed to providing equal opportunities throughout the recruitment process. Due to the high volume of applications we receive, we may not be in a position to respond to every applicant individually. We would, however, like to thank everyone who expresses an interest in this opportunity.

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