Records Administration Assistant – Closed Account Files

HRS Talent Solutions; Rotherham; Remote; GBP 48,000 - 52,000; Full time

Job summary

HRS Talent Solutions is seeking a Records Administration Assistant to manage the filing and status steps after an account closure. This remote role focuses on careful handling of closed accounts and compliant retention of documents within approved systems.

You will verify details, apply naming rules, store documents in the correct location, and maintain clear notes to support future access. Training provided and no prior records experience required.

Qualifications

• No prior records experience required; training provided.
• Strong attention to detail and accuracy.
• Good reading and comprehension skills.

Responsibilities

• Review approved closure notices and accompanying documents to confirm details.
• Locate the correct online account and verify items on the checklist are present.
• Apply employer naming rules and file documents in the authorised electronic location.
• Maintain separate histories for accounts with multiple references and ensure clear notes for any pending actions.

Job description

Records Administration Assistant – Closed Account Files

Office Administration | Customer Records | Remote | Full-time or part-time
£47,775–£51,675 a year for a 37.5-hour full-time schedule; part-time pro rata

Closing an account does not mean that its records can simply disappear. The company may need to retain certain approved documents, show why a request remains open or make a completed file available to an authorised team later. The Records Administration Assistant handles the filing and status steps after an account closure has been approved. This is remote office administration with an emphasis on careful handling, not a role that decides whether an account should be closed or how long a record must be kept.

What reaches your queue

An approved closure notice may be accompanied by correspondence, an account reference and a checklist of records to file. You would compare the supplied details, locate the right online account and confirm that the items named in the instructions are present. If a document is missing or appears to belong to someone else, pause the file and ask for a check. Do not attach a plausible-looking document to the closest account or mark a closure complete when the owner has not confirmed it.

Once the record is ready, you would apply the employer’s naming rules, place the documents in the authorised electronic location and update the status. A file can be closed for new activity while still awaiting a final document. Your note should distinguish those conditions. You may also check that a link in the record opens the expected file and that an older working copy is not presented as the authoritative version. Access and retention rules will be taught by the team; you should follow them rather than create your own filing period.

This work is different from a general archive transfer. The focus is one closed account and the trail around its completion. If the customer later asks for a document, the customer service team needs to know where the authorised file sits and who may release it. You may direct a colleague to the correct internal process, but you would not send a private closed-account document to someone whose access has not been checked.

A file with a complication

Imagine a closure notice that names two account references because the person had separate services. One reference has a completed checklist and the other still shows a pending request. You would keep the two histories separate and ask the responsible colleague which action applies to each. Combining everything into a single folder might look tidy but would make it harder to explain the account history later. Accurate separation is an important part of the job.

You may receive a batch of approved closures at the same time. Work through them using the assigned order or deadline guidance, leaving a clear pending status when you need another person’s answer. If a record is corrected after your first check, review what changed before you finish the filing step. A simple final inspection of the saved reference, date and document link helps prevent a later search from leading to the wrong account.

The person and the setup

The employer can train someone with little or no records experience. You should be comfortable reading instructions, asking a precise question and using online folders or spreadsheets. Prior customer service experience is useful because account histories have a real person behind them, but it is not essential. The role may be performed from a home office with a private place to view sensitive records and reliable internet access. You should avoid saving copies outside the approved systems or discussing account details in an unapproved channel.

Pay is stated as a full-time annual salary above. The hiring company will confirm the actual hours, any part-time calculation and the documents within its own closure process. The result of good work is a file that an authorised colleague can understand later: what was approved, which records were received, where they were filed and what still requires review.