Accommodation Administrator

Accommodation Administrator
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Post Details

Full time
Open ended

The closing date for applications is midnight on Monday 08 April 2024.

There is an expectation that work will be undertaken in the UK.

This role will require a Basic Disclosure check. An offer of employment will be subject to a satisfactory outcome of this process.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

Based with the Accommodation Services office this is a customer facing role. The role holder will be expected to show excellence in customer care when dealing with all enquiries and provide a responsive reception and administration service within the department.

The role holder will work closely with students and guests dealing with all aspects of Accommodations Services. They will deal directly with rental income, general income and assist with daily banking, rental payments, daily financial journals and month end / year end reporting as required. In additional they will be responsible for liaising with HR to maintain staff records, collating staff sickness and overtime records and providing support for managers on HR processes.

The role holder will also be part of the main administrative team that will assist all residences clusters with any relevant administrative work.

The role holder will contribute to the development of the service and have responsibility for social media sites and the identification and implementation of other innovations in online media.

Additional Information/Special Conditions

– There is no requirement to wear a uniform, however you will be expected to always present a smart and professional image

– It is a requirement of these roles that working hours are flexible to meet the demands of the business, normally Monday to Friday, but some weekend work is required during busy periods (usually the start and end of semester) and during applicant / open days.

Description of Duties

• To respond to enquiries regarding accommodation or if necessary, these are directed to the most appropriate person within Accommodation Services or the University for action
• To ensure accurate and regular transfer of financial information from the accommodation system to the main University finance system (Agresso)
• To create and check purchase orders, assisting colleagues as required
• To accept payments by cash, card or cheque always ensuring accuracy and the issuing of receipts and reconciling balances for all payments
• To ensure any financial discrepancies are investigated and reported in accordance with University procedure
• Preparation of internal journal entries for processing via the University finance office
• To undertake daily banking responsibilities, ensuing accuracy and correct procedures are followed
• To undertake daily reconciliation of transactions to bookings of summer Commercial Business, investigating and rectifying errors as they arise
• To attend and provide information to current and future students regarding University accommodation at University open and applicant days (usually Saturdays) and assist in the delivery of an accommodation roadshow
• To assist with month end and year end activities as required
• To facilitate discussions with students regarding rent debt and be confident in negotiating and agreeing appropriate payment plans when required
• To liaise with Cluster teams and Accommodation Services Management with regards to day-to-day activities and administrative and general office support requirements
• To provide a comprehensive administration support service to the Accommodation Services management team and accommodation clusters. This includes maintaining staff records, timesheets, reporting of sickness, general correspondence, filing etc
• To liaise directly with other departments of the University, such as finance, student administration and SDSS, ensuring appropriate information transfer and subsequent actions are taken where applicable
• Contribute to the development and implementation of Accommodation Services strategic objectives
• Create and monitor Accommodation Services Social Media sites
• Contribute to publishing schedules for social media
• Contribute to the creation and publication of content on social media Monitor and provide updates for the Accommodation Services web pages
• Any other duties as defined by Accommodation Services Management

Essential Criteria

Qualifications

• Educated to Standard Grade Level or higher, to include maths or to able to demonstrate a comparable level of ability, e.g., through relevant experience.

Knowledge & Experience

• Substantial experience of working as part of a team providing excellence in customer care within a front facing, operational role.
• Experience of making decisions and using judgement and initiative to solve problems
• Evidence of strong interpersonal skills
• Evidence of being self-motivated with a “can do” style and approach
• Computer literate – minimum of email and Microsoft packages such as word / excel
• Evidence of excellent written and verbal communication skills
• Evidence of a high level of accuracy
• Knowledge of Social Media

Skills & Attributes

• Ability to work independently, as well as part of a team
• Ability to prioritise multiple tasks and meet deadlines
• Flexibility, reliability and punctuality
• Willingness to attend and participate in relevant training to ensure that high standards are always maintained
• Responsiveness to satisfying the proper demands of customers and colleagues; to exercise good inter-personal skills; and to use good judgement

Desirable Criteria

• Experience of using an accommodation finance system
• Knowledge of the University
• Evidence of working with students / young people
• Knowledge of the Universities allocations policy
• Proven track record in dealing with room allocations
• Familiarity with Room Service system (Accommodation Booking System)
• Experience working within a financial environment and of using a finance system

About Us

The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

Managing self and personal skills
Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.

Delivering excellent service
Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.

Finding solutions
Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.

Embracing change
Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.

Using resources effectively
Identifying and making the most productive use of resources including people, time, information, networks and budgets.

The University

About the Directorate

Accommodation Services sits within the Commercial Services Directorate

Our Vision

We will deliver to our students, University colleagues and commercial customers an inspired service that has their needs at its core, significantly contributing to the reputation and financial growth of the University.

By:

• Delivering outstanding customer service and support

• Our commitment to staff engagement and development to deliver and embrace the University’s Strategic Plan

• Maximising the quality of products, services, events, and facilities

• Optimising return on all space during and out-with semester

• Enhancing the profile and reputation of the University of Stirling

• Prioritising the allocation of accommodation to support the University recruitment priorities

• Fostering a living environment conducive to successful study; respecting the cultural diversity of the of our community and supporting our students, encouraging respectfulness and positive citizenship.

The Accommodation Services team are student facing and responsible for the management of over 2,500 student rooms let to Undergraduate and Postgraduate students. Accommodation Services delivers circa £11m through student rent. We have a key role in student recruitment and retention. The team provides 24/7 support and consists of over 100 staff who work with students every day. In the summer months the team deliver excellent customer service to paying guests using the University’s accommodation.

We want to be recognised as a team that does the right thing, makes things happen and others want to work with.

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland’s University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen’s Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni

Job number

SERV01888

Contract Type

Open Ended

Posting End Date

08-Apr-2024

Location:

Stirling Campus

Grade

Grade5 £25,138-£27,979 p.a.

Faculty/Service

Commercial Services

Post Details

Full time
Open ended

The closing date for applications is midnight on Monday 08 April 2024.

There is an expectation that work will be undertaken in the UK.

This role will require a Basic Disclosure check. An offer of employment will be subject to a satisfactory outcome of this process.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

Based with the Accommodation Services office this is a customer facing role. The role holder will be expected to show excellence in customer care when dealing with all enquiries and provide a responsive reception and administration service within the department.

The role holder will work closely with students and guests dealing with all aspects of Accommodations Services. They will deal directly with rental income, general income and assist with daily banking, rental payments, daily financial journals and month end / year end reporting as required. In additional they will be responsible for liaising with HR to maintain staff records, collating staff sickness and overtime records and providing support for managers on HR processes.

The role holder will also be part of the main administrative team that will assist all residences clusters with any relevant administrative work.

The role holder will contribute to the development of the service and have responsibility for social media sites and the identification and implementation of other innovations in online media.

Additional Information/Special Conditions

– There is no requirement to wear a uniform, however you will be expected to always present a smart and professional image

– It is a requirement of these roles that working hours are flexible to meet the demands of the business, normally Monday to Friday, but some weekend work is required during busy periods (usually the start and end of semester) and during applicant / open days.

Description of Duties

• To respond to enquiries regarding accommodation or if necessary, these are directed to the most appropriate person within Accommodation Services or the University for action
• To ensure accurate and regular transfer of financial information from the accommodation system to the main University finance system (Agresso)
• To create and check purchase orders, assisting colleagues as required
• To accept payments by cash, card or cheque always ensuring accuracy and the issuing of receipts and reconciling balances for all payments
• To ensure any financial discrepancies are investigated and reported in accordance with University procedure
• Preparation of internal journal entries for processing via the University finance office
• To undertake daily banking responsibilities, ensuing accuracy and correct procedures are followed
• To undertake daily reconciliation of transactions to bookings of summer Commercial Business, investigating and rectifying errors as they arise
• To attend and provide information to current and future students regarding University accommodation at University open and applicant days (usually Saturdays) and assist in the delivery of an accommodation roadshow
• To assist with month end and year end activities as required
• To facilitate discussions with students regarding rent debt and be confident in negotiating and agreeing appropriate payment plans when required
• To liaise with Cluster teams and Accommodation Services Management with regards to day-to-day activities and administrative and general office support requirements
• To provide a comprehensive administration support service to the Accommodation Services management team and accommodation clusters. This includes maintaining staff records, timesheets, reporting of sickness, general correspondence, filing etc
• To liaise directly with other departments of the University, such as finance, student administration and SDSS, ensuring appropriate information transfer and subsequent actions are taken where applicable
• Contribute to the development and implementation of Accommodation Services strategic objectives
• Create and monitor Accommodation Services Social Media sites
• Contribute to publishing schedules for social media
• Contribute to the creation and publication of content on social media Monitor and provide updates for the Accommodation Services web pages
• Any other duties as defined by Accommodation Services Management

Essential Criteria

Qualifications

• Educated to Standard Grade Level or higher, to include maths or to able to demonstrate a comparable level of ability, e.g., through relevant experience.

Knowledge & Experience

• Substantial experience of working as part of a team providing excellence in customer care within a front facing, operational role.
• Experience of making decisions and using judgement and initiative to solve problems
• Evidence of strong interpersonal skills
• Evidence of being self-motivated with a “can do” style and approach
• Computer literate – minimum of email and Microsoft packages such as word / excel
• Evidence of excellent written and verbal communication skills
• Evidence of a high level of accuracy
• Knowledge of Social Media

Skills & Attributes

• Ability to work independently, as well as part of a team
• Ability to prioritise multiple tasks and meet deadlines
• Flexibility, reliability and punctuality
• Willingness to attend and participate in relevant training to ensure that high standards are always maintained
• Responsiveness to satisfying the proper demands of customers and colleagues; to exercise good inter-personal skills; and to use good judgement

Desirable Criteria

• Experience of using an accommodation finance system
• Knowledge of the University
• Evidence of working with students / young people
• Knowledge of the Universities allocations policy
• Proven track record in dealing with room allocations
• Familiarity with Room Service system (Accommodation Booking System)
• Experience working within a financial environment and of using a finance system

About Us

The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

Managing self and personal skills
Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.

Delivering excellent service
Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.

Finding solutions
Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.

Embracing change
Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.

Using resources effectively
Identifying and making the most productive use of resources including people, time, information, networks and budgets.

The University

About the Directorate

Accommodation Services sits within the Commercial Services Directorate

Our Vision

We will deliver to our students, University colleagues and commercial customers an inspired service that has their needs at its core, significantly contributing to the reputation and financial growth of the University.

By:

• Delivering outstanding customer service and support

• Our commitment to staff engagement and development to deliver and embrace the University’s Strategic Plan

• Maximising the quality of products, services, events, and facilities

• Optimising return on all space during and out-with semester

• Enhancing the profile and reputation of the University of Stirling

• Prioritising the allocation of accommodation to support the University recruitment priorities

• Fostering a living environment conducive to successful study; respecting the cultural diversity of the of our community and supporting our students, encouraging respectfulness and positive citizenship.

The Accommodation Services team are student facing and responsible for the management of over 2,500 student rooms let to Undergraduate and Postgraduate students. Accommodation Services delivers circa £11m through student rent. We have a key role in student recruitment and retention. The team provides 24/7 support and consists of over 100 staff who work with students every day. In the summer months the team deliver excellent customer service to paying guests using the University’s accommodation.

We want to be recognised as a team that does the right thing, makes things happen and others want to work with.

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland’s University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen’s Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni

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