Salary: £26,708 per annum (salary under review)
Location: Cambridge, St Edmund’s College (owned or occupied buildings)
Contract type: Permanent, Full time
Do you have a keen eye for detail and are looking to work somewhere that makes a difference?
Student’s accommodation plays a big part in their time at St Edmunds College and we want to make sure the service they receive is of the highest standards, that’s where you come in.
The Accommodation Assistant will work in collaboration with another person in the Accommodation Office in order to successful accommodation processes and systems, ensuring all accommodation information and data are accurate and up to date. The Accommodation Assistant will be pivotal in the production of reports to other departments such as Finance, Conference and Events and Tutorial and liaison to provide relevant information.
You will work 36.5 hours per week, due to the nature of the role you will be required to work evenings and weekends on rota and may be required to work additional hours to your contracted amount.
Job responsibilities
* Responsible for the accuracy of data held in the accommodation systems and produce relevant reports on a regular basis to various departments as required. Ensure all files are kept up to date.
* Co-ordinate and fulfil bedroom bookings and associated queries with exceptional customer service.
* Deal with bookings/queries via email, telephone and face to face, in a friendly, timely and efficient manner.
* Co-ordinate with the relevant support departments in a clear and consistent manner to ensure that each booking/query is dealt with effectively.
* Ensure that the booking and the event requirements are entered accurately onto the relevant room booking systems either immediately or within 24 hours of receiving the booking (where at all possible).
* Assist in developing, uploading availability and processing B&B room bookings through University Rooms and College booking systems.
* Producing invoices for B&B bookings.
* Assist with communicating any changed or new processes/procedures to departments accordingly.
* Coordinate the registration of all Students, Fellows, Senior Members, College Officers and Staff on the accommodation system.
* To arrange, collate and minute any internal accommodation team meetings.
* Work alongside the other Rooms Administrator in dealing with all relevant queries in a timely and professional manner.
* Help with the production of all documentation required in the letting of accommodation including the creation of contracts and amendment letters as necessary.
* Support the Facilities and Accommodation Manager with the allocation of accommodation to ensure maximisation of revenue.
* Liaise with Housekeeping, Porters’ Lodge, Maintenance & Conference Team to ensure highest standards of service are delivered and all departments are aware of arrivals and departures.
* Support the Head of Facilities and Accommodation in ensuring visitors/guests and conference accommodation occupancy is maintained throughout the year and all documents are prepared in advance.
* Working with finance colleagues ensure the billing of rooms is accurate and that all bills are raised.
* Comply with regulatory standards applicable to accommodation, ensuring standards of accommodation and processes comply with requirements to help ensure that accommodation registered with ANUK meets the standards and accords with procedures set out in the published Code of Practice.
* Adhere to Health and Safety policies and procedures.
* Complete ad hoc tasks as required.
What we need:
The successful candidate will demonstrate outstanding customer service skills, with the ability to quickly build and maintain rapport. They will be able to communicate and collaborate with a wide range of stakeholders of different levels and backgrounds.
High attention to detail is key for this role as you will be responsible for issuing accommodation letters as well as reports.
We need the successful candidate to be enthusiastic with a flexible approach, using their own initiative and work with limited supervision.
The successful candidate must have:
Qualifications and experience:
* Educated to GCSE or equivalent level of experience.
* Experience creating, analysing and manipulating reports and data.
* Ability to prioritise and meet tight deadlines and manage a high volume of emails/booking requests.
* Excellent administrative skills – fully conversant with Microsoft Word and Excel and able to learn other IT software packages and databases, used for room management and facilities allocation.
* Proven experience in a busy administrative role and working with people at all levels.
Skills
* A customer service ethos which means taking responsibility for resolving customer issues promptly, effectively and exceeding their expectations.
* Excellent communication skills, both written and oral.
* Ability to on own initiative to demonstrate self-motivation and work with very limited supervision.
* Proven organisational skills.
* High attention to detail.
* An enthusiastic, flexible, professional and adaptable attitude towards work and the ability to establish and maintain effective working relationships with immediate colleagues, members of College at all levels and members of the public.
* Ability and enthusiasm to grow and develop alongside a developing and busy office team.
* Actively advocates and displays College values – open minded, integrity & inclusivity.
As well as a great salary and friendly team you will also receive:
* Working daily allowance for food and drinks.
* Free car parking (where available).
* 25 days holiday plus bank holidays (increasing with length of service).
* Discounts at restaurants, shops & more.
* Death in service.
* Access to LinkedIn Learning & Business Disability Forum.
About St Edmund’s College
St Edmund’s College is one of the 31 constituent colleges of the University of Cambridge. Our vibrant student body is made up of around 420 post-graduates and 130 mature undergraduates, who are over 21 years of age. With over 260 senior members – academics working at the cutting edge of their field or eminent members of their profession – and around 70 staff, you will be joining a dynamic and growing College with an ambitious vision for our role in shaping the future of higher education and collaborative research.
The maturity of our community means that we have earned a reputation as the friendly college. Relaxed, non-hierarchical and diverse, we pride ourselves on being a place in Cambridge where people of all backgrounds are welcomed, will feel at home and can flourish. Therefore, we welcome all candidates regardless of their demographic characteristics such as gender, race, disability, neurodiversity, religion, age, sex & sexual identity to apply for our opportunities.
How to apply
To apply, please complete the application form and send it to Jessica Anifowoshe HR Administrator by email oja31@cam.ac.uk
Closing date for completed applications: 27th April 2025
Interviews will be held on: week commencing 5th May 2025
In applying for this role, you will provide personal data which the College will process in accordance with its data protection obligations and its Data Protection Policy: http://www.stedmunds.cam.ac.uk/data-protection
Any offer of employment is subject to evidence of your right to work in the UK and the receipt of satisfactory references.
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