Accommodation Officer Job Oxford area,England UK,Administrative/Clerical

Accommodation Officer

Department: Accommodation and Conferences

Employment Type: Permanent
- Full Time

Location: Brasenose College

Compensation: GBP 32,278 - GBP 37,508 / year

Description

The Accommodation Officer is responsible for all matters associated with planning, allocation and cleaning of residential accommodation and the cleaning of public rooms across the four Brasenose College sites.

Key Responsibilities Accommodation

In liaison with other Domestic team managers ("Heads of Departments" or HoDs), anticipate and forward plan for term, conference and vacation accommodation requirements ensuring all contacts are kept informed of developments.
To ensure that accommodation capacity is maximised both in term, and for conferences in vacation. Essentially working closely with College Office, Estates team and the Conference and Events Manager.
To liaise and oversee the required student room ballots and to ensure the administration of the ballots go ahead in liaison with the student common rooms and Domestic Bursar.
To ensure that all aspects of room allocation are completed, and the information distributed as appropriate, ensuring rooming information is entered onto the room booking database (Kinetics) in a timely manner.
To manage all student room, change requests and requests to end tenancies early and to advise all relevant departments of amendments.
To input on Kinetics and keep up to date all student room allocations throughout the year.
To ensure clear, professional communication and support for our students and guests/clients.
Develop agreed Service Levels in collaboration with college office and the Domestic Bursar.
To prepare all annual licences for accommodation together with the respective inventories. To ensure that arrivals and departures are conducted correctly and to respond to concerns or queries regarding the accommodation.
To support the Head of Operation and Room Allocation Committee by managing the process of allocation of Fellows' teaching rooms and Fellows' property and managing the Ballot process for each. To ensure clear communication and liaison with relevant academic staff, HODs and external property agencies where appropriate.
In liaison with the Clerk of Works and Head of Operations, to assist in ensuring that public rooms and residential rooms on all College sites are kept in a good state of decoration and repair, and in particular that the housekeeping team identify and report faults promptly.
In liaison with Housekeepers, to organise carpet, window cleaning and other specialist cleaning as necessary.
In liaison with the events Coordinator, to manage and monitor standard room set ups in public/teaching rooms.
To order furniture and soft furnishings for Fellows, staff, student and public rooms as required in consultation with the Domestic Bursar.
Administer guest room, and B&B enquiries.
Support any requirements for SCR guest room bookings via SharePoint and KX Residential.
Adopt a service desk style customer service for all enquiries. Help maintain and update listings on Speedy Booker, University Rooms, and the College website.
Oversee the administration of ACOP assessments, reviewing accommodation applications, assessing individual requirements, maintaining accurate records, and liaising with students and relevant departments to support accommodation allocation decisions.
You may also be required to undertake other reasonable duties not specified in the job description.

Financial

To keep accommodation contracts under review to ensure best value.
Support the annual review of the accommodation budget and contribute recommendations for potential adjustments to the Head of Operations.
Liaise with Finance Department to ensure that all bill charges for accommodation services are accurate and raised in a timely fashion.
To take ownership for the KX system for student accommodation and ensure the system is effectively used and the required contracts are in place.

Health and Safety

In liaison with the Head Housekeeper:

Ensure a safe working environment for students and staff.
Ensure Health and Safety notices are up to date in all rooms.
Coordinating and administering the reporting and resolution of pest-related issues within student accommodation, liaising with contractors, residents, and relevant departments to ensure timely action is taken and accurate records are maintained.

Welfare

Welfare liaison lead between the welfare team and the Domestic Bursary. Manage all aspects of welfare provision that impact the Domestic Bursary…