Job Number
BU03944
School/Department
Student Services: Student Administration
Grade
5
Contract Duration
Permanent
Responsible to
Registry Manager: Business Support
Overview
The Directorate of Student and Academic Services brings together key professional services that support the student journey and enhance the academic experience at Bangor University. The Directorate comprises three main areas:
1. Registry, which oversees student administration and business support, and leads on quality assurance, academic enhancement, and curriculum management.
2. Student Life, which encompasses a wide range of student-facing services including Wellbeing and Inclusivity, Library Collections, Residential Life, Student Success (covering Teaching, Learning and Language Support, Careers, and Student Advice), and the Student Experience team.
3. Campus Services, responsible for the University’s day-to-day operational environment, including Facilities, Catering, Sport, the Nursery, and the Security and Response Team. From August 2025, it will also include the Management and Development Centre.
Together, these services work in close partnership with academic colleagues and other professional service directorates to provide a supportive, inclusive and high-quality environment in which students can thrive.
Purpose of the Job
Working within the Timetable Unit, the Room Booking Administrator will be responsible for the booking of all teaching and related rooms across the Campus, liaising with colleagues in the University’s Conference Office, and other service departments in the University as required. This will include bookings for academic activity, internal meetings, extra-curricular student activities and similar.
The role holder will contribute to the continuous improvement of services for students in line with the strategic priorities of the University and taking into account the needs of the diverse student body.
Main Duties and Responsibilities
Specific duties of the role
4. Take responsibility for planned and ad-hoc room bookings for designated teaching/meeting rooms across campus, including providing usage data and analysis as and when required.
5. Use both KX and CMIS platforms to record booking information, ensuring that all information is captured and act as a single point of contact for the booker, including invoicing.
6. Provide a high level of accuracy in data input on both software platforms taking responsibility for checking own work.
7. Liaise with key university stakeholders, e.g, Security, Conference Office, Property & Campus Services to ensure a smooth experience for customers.
8. Manage the process for event related facilities, e.g., catering, audio visual requirements.
9. Assist colleagues in the running of large University events.
10. To contribute to the development and embedding of new workflows and working practices within Student Admin.
11. Any other duties appropriate to the grade, as required by line management.
Duties common across al Grade 5 roles in the directorate
Administration and Service Delivery
12. Provide high-quality administrative support for the management of the day-to-day administrative tasks relevant to the role.
13. Coordinate and manage arrangements for meetings, events, and schedules to support team objectives and student needs.
14. Provide front-line support to students, staff, and external stakeholders handling inquiries and directing them to the appropriate services where necessary, ensuring a high standard of customer service.
15. Assist in producing clear, accessible written communication materials, including emails, and staff or student resources.
Data Management
16. Collect, input and maintain accurate records on student information systems, ensuring data integrity and compliance with university policies and procedures.
17. Compile, monitor, and report on data as directed, to support evidence-based decision-making and compliance requirements.
18. Assist in monitoring data accuracy and resolving inconsistencies or errors.
19. Ensure personal accountability in the management and safeguarding of student information and other confidential materials.
Problem Solving
20. Address routine problems or issues promptly, ensuring a professional and student-focussed approach.
21. To provide advice and guidance to students/staff in relation to established policy procedure (these queries may have been escalated from G4 assistants).
22. Escalate complex or sensitive issues or potential risks to senior colleagues while ensuring timely follow-up and/or resolution.
Collaboration and Teamwork
23. Work closely with colleagues across teams and departments to support joined-up service delivery, providing support to peers during busy periods or absences.
24. Build and maintain effective working relationships with internal and external stakeholders (e.g., academic staff, external agencies).
25. Support the implementation of new systems, processes, or initiatives to improve student and staff experiences.
26. Contribute to the success of university-wide events by providing support at activities including open days and graduation ceremonies, where participation is arranged in advance with the line manager.
Communication and Liaison
27. Communicate clearly and effectively with students, staff, and external stakeholders, addressing queries and responding efficiently to routine requests.
28. Liaise with other university departments and external bodies to facilitate seamless operations and ensure alignment with institutional practices.
Other Duties and Responsibilities
Compliance and Professional Development
29. Provide administrative support for audits, reviews, or other compliance-related activities, ensuring use of proper documentation and accurate record-keeping for accountability and reporting purposes.
30. The post holder will be expected to participate in performance review and developmental activities including attending training sessions, team meetings, or workshops to develop skills and enhance knowledge.
31. The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.
32. The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
33. The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their post.
Person Specification
Qualifications/Training
Essential:
34. Educated to AS/A level or equivalent level qualification and/or possess equivalent experience.
Desirable:
35. NVQ level 3 in a relevant subject area.
36. ECDL Certificate.
Experience/Knowledge
Essential:
37. Experience of working as a member of a team.
38. Experience of assisting with the collection and analysis of data.
39. An understanding of working with spreadsheets and databases.
40. Experience of dealing with queries and providing information to students and academic staff.
41. An understanding of, and the ability to interpret, regulations and procedures.
42. An understanding of legislative requirements relating to equality, data protection and freedom of information.
43. An understanding of complex and specialist information (relevant to area of work) and the ability to interpret and explains this to non specialists.
Desirable:
44. Demonstrable experience of working with the student timetable software (e.g., CMIS) to produce coherent teaching timetables.
45. Experience of developing and implementing administrative systems and procedures.
46. An understanding of the internal and external factors that may impact on the service and to take action/make suggestions to mitigate any risk.
47. An understanding of the needs of culturally diverse staff and students.
48. Develops contingency plans to take account of problems, delays or new /conflicting priorities.
49. Knows when a decision is beyond the roles level of responsibility and when to refer to others.
Skills/Abilities
Essential:
50. A high degree of computer literacy with demonstrable experience of using databases.
51. The ability to work under pressure and flexibly to meet immovable deadlines.
Desirable:
52. The ability to monitor workload/progression and to take action to deal with difficulties or slippage.
53. The ability to ensure that everyone is aware of the teams overall aims and objectives.
54. The ability to coordinate team resources so that objectives & deadlines can be achieved.
55. Contribution to decision making by providing relevant information and opinion.
56. Accepts responsibility for collaborative decisions.
Other
Essential:
57. Provides guidance and support to team members in support of administrative tasks.
58. Has a logical approach to problem solving.
59. Needs to have an excellent eye for detail.
60. The ability to speak Welsh fluently and carry out tasks such as writing emails in Welsh to a variety of audiences is essential for this post.
Desirable:
61. Provides accurate and appropriate advice, sympathetically and confidentially.
62. Deals with difficult or confidential situations (involving staff and/or students) according to policy and procedures.
63. Recognises when the limits of own authority or ability are reached and involves others as appropriate.
General
We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture. We are proud to be a Disability Confident employer.
All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.
All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.