Band 4 Accommodation/Encompass Admin Assistant

Staffline are recruiting on behalf of NHSCT for a Band 4 Accommodation/Encompass Admin Assistant required on a temporary basis based in Antrim

Role: Band 4 Accommodation/Encompass Admin Assistant

Rate of Pay: £14.06

Location: Antrim

Hours: 15 hours

Duration: Temporary ongoing

Encompass Administration

• To co-ordinate and manage the set-up and maintenance of Encompass system access for medical students, ensuring all accounts are created, updated and maintained in a timely manner in line with Trust policies and information governance requirements.
• To maintain accurate records of student account details using appropriate systems, including Microsoft Excel spreadsheets, ensuring data is current, organised and readily accessible.
• To act as a point of contact for Encompass-related queries from students and staff, providing advice and resolving routine issues in a timely and professional manner, referring complex queries to relevant departments where appropriate.
• To liaise with ICT, HR and other relevant departments to facilitate account creation, resolve access issues and ensure systems are functioning effectively.
• To communicate relevant account information to the Medical Education team, ensuring all stakeholders are informed of access status, delays or issues which may impact student placements.
• To monitor and review account provision processes, identifying and escalating any delays, risks or system issues to the Medical Education Manager

Student Accommodation Administration

• To co-ordinate and manage accommodation arrangements for medical students across Trust sites, ensuring bookings are organised efficiently and in line with placement requirements.
• To maintain accurate and up-to-date records of accommodation bookings, allocations and availability using appropriate systems, including Excel spreadsheets and internal databases.
• To liaise with the accommodation team and external providers to confirm bookings, allocations and availability, ensuring all arrangements are communicated effectively to students and relevant staff.
• To act as a point of contact for accommodation-related queries from students, addressing concerns, resolving issues and escalating where necessary to ensure timely resolution.
• To manage and monitor any issues reported by students in relation to accommodation, including maintenance, access or safety concerns, ensuring appropriate follow-up and resolution.
• To administer and support travel and accommodation schemes as required, ensuring accurate recording of information and compliance with Trust policies.
• To identify and highlight trends, issues or risks relating to accommodation provision and report these to the Medical Education Manager to support service improvement.

Attendance Administration

• To co-ordinate and manage the effective recording and monitoring of medical student attendance across undergraduate and postgraduate programmes, utilising designated attendance systems and applications.
• To maintain accurate and up-to-date attendance records, ensuring all data is recorded in a timely and consistent manner in line with University, Trust and regulatory requirements.
• To monitor attendance on an ongoing basis, identifying non-attendance, irregular patterns, or areas of concern, and to take appropriate action, including escalation to the Medical Education Manager and relevant clinical/academic leads where required.
• To generate, analyse and distribute attendance reports as required to support internal management, Universities, and external stakeholders, ensuring compliance with agreed standards.
• To investigate and highlight attendance-related issues, trends, or risks and support the implementation of appropriate follow-up actions.
• To provide support and guidance to students and staff in the use of attendance systems, resolving routine queries and escalating more complex issues as appropriate.
• To liaise with key stakeholders, including supervisors, academic representatives, and administrative teams, to ensure effective communication and resolution of attendance matters in accordance with governance and reporting requirements

Essential Criteria:

• HNC/HND or equivalent/higher qualification in administrative related field AND 1 years experience in a clerical/administrative role

OR

• 5 GCSE's at Grades A-C including English and Maths, or equivalent/higher qualifications AND 2 years experience in a clerical/administrative role

OR

• 3 Years experience in clerical administrative role at band 3 level or above.
• Including one of the above applicants must have at least 1 years experience in using Microsoft Office including, Excel, Word, Outlook

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.