Room Bookings Officer

Overview

The Room Bookings Officer is based within the Central Timetabling Team in IT Services and works with stakeholders to deliver a high-quality room bookings service. Working under the direction of the Senior Timetabling and Room Bookings Officer, you will deliver the service and continue to improve and refine the way the service operates. You will act as the first point of contact for room booking queries.

You will liaise with students, staff and external guests to make and amend room bookings that meet the needs expressed, adhering to appropriate university policies and procedures in respect of room booking and usage. You will also be involved in the maintenance and use of relevant IT systems used for room booking and management. Other responsibilities will include involvement in room surveys and identification of relevant risks and issues.

• Act as the initial point of contact for University room bookings, including the use of University pooled spaces for non-teaching events, including Conferences, and support the continuity of core University business including Examinations, Open Days and Senior Management Committees (Almanac) by ensuring the required spaces are booked and maintaining shared documentation.
• Respond to queries from staff, students and external guests
• Make, amend and cancel room bookings in accordance with University policies and processes.
• Liaise with the Students' Union to support and monitor room bookings for student societies.
• Liaise with Security and other stakeholders regarding any bookings which come under Prevent or Freedom of Speech legislation and may involve External Speakers.
• Maintain booking permissions for the online booking system (under guidance from the Senior Timetabling and Room Bookings Officer), and maintain booking permissions for users of the CMISGO and Google Calendar systems to allow users to make direct bookings in rooms.
• Maintain and manage the Pooled Room Directory (website) including photos & 360 views and a comprehensive list of features and equipment available.
• Maintain room records, including coordinating the annual teaching suitability survey and working with the Senior Timetabling and Room Bookings Officer to identify future refurbishment recommendations.
• Carry out other duties, commensurate with the grade and remit of the post.

• Good IT skills; core suite of google tools (Essential, Application)
• Ability to deal tactfully with people at all levels and negotiate where necessary to achieve appropriate outcomes (Essential, Interview)
• Attention to detail and a high level of accuracy in respect to data inputting. (Essential, Interview)
• Good organisational skills and ability to prioritise competing demands (Essential, Application)
• Ability to work both independently and proactively (Essential, Interview)
• Ability to manage their own time effectively and manage conflicting demands at specific times of the year. (Essential, Application)
• Ability to learn new technologies, techniques and best practice (Essential, Application)
• Ability to be flexible supporting and covering other team roles if needed. (Desirable, Interview)

Grade: 5

Duration: 2 Year FTC

Line manager: Senior Timetabling and Room Bookings Officer

Direct reports: None

Our website:

For informal enquiries about this job contact Vincenzo Silvestri, Senior Room Bookings Officer,

• A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
• Flexible working opportunities, including hybrid working for some roles.
• Generous pension scheme.
• A wide range of discounts and rewards on shopping, eating out and travel.
• A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women's and Parent's networks).
• Recognition Awards to reward staff who go above and beyond in their role.
• A commitment to your development access to learning and mentoring schemes; integrated with our Professional Services Shared Skills Framework.
• A range of generous family-friendly policies
  • paid time off for parenting and caring emergencies
  • support for those going through the menopause
  • paid time off and support for fertility treatment
  • and more

We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.