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 Domestic Bursar 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 SpeedyBooker, University Rooms, and the College website. 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 & Safety notices are up to date in all rooms. Welfare Welfare liaison lead between the welfare team and the Domestic Bursary. Manage all aspects of welfare provision that impact the Domestic Bursary including the provision of room adjustments for disabled students/staff or those with medical needs and the co-ordination of Domestic Bursary departments in the event of an outbreak of infectious disease. Disabled access To work with the Domestic Bursar, Estates Manager and other colleagues to review all elements of the Disabled Access strategy. This includes an auditing process and the developments to offer a fully accessible service to students. General duties The post holder will be required to be familiar with, and work in accordance with, all College’s policies and procedures. To participate in training and development required by the College. To be willing and prepared to undertake any other duties as directed by the Head of Operations or Domestic Bursar. The job description may be subject to review in consultation with the postholder. To be vigilant and take responsibility for ensuring the Accommodation and College property and equipment is kept safe at all times. To ensure all personal data relating to individuals is kept confidential in accordance with college policies and relevant data protection regulations. Skills, Knowledge and Expertise Essential criteria Experience running a accommodation operation within a hotel or college. Experience of student accommodation issues as a user or supplier. Excellent customer service and relationship building skills. Experience in developing service schedules to ensure that standards of accommodation are implemented and maintained. Excellent organisation and prioritisation skills and able to multi-task. Excellent planning and skills with accuracy and attention to detail. Ability to work to tight deadlines under pressure and remain calm and courteous. Proven ability of developing and implementing effective process and procedures. A positive and proactive approach to problem solving to ensure the best standards and service delivery. Professionalism and excellent presentation skills with a high level of English (oral and written) Proficient IT skills with an intermediate to advanced working knowledge of Microsoft office including Excel. Desirable criteria Degree qualification in Hotel Management & Catering. Experience of room booking database. Experience of working in a college or higher education environment. Terms and Conditions Appointment: This is a fixed term full-time post and there will be an initial probationary period of four months. The appointment will be conditional on verification of the successful candidate’s ‘Right to Work’ checks in advance of employment and subject to the receipt of satisfactory references and medical clearance through the University’s Occupational Health Services. Salary: Brasenose College Grade 5 (£31, 459 – £36,616 per annum according to experience) Hours of Working: Full time 35 hours each week. Standard hours are from 8am to 4pm, Monday to Friday, with an unpaid hour taken for lunch. Some weekend and evening work may be required for which time off in lieu may be given. The post holder will be required to work the hours necessary to fulfil the job requirements and subject to operational needs. A willingness and ability to adopt a flexible approach to working hours and duties is essential according to the requirements of the College. Benefits Pension Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional. Salary Exchange Scheme - Staff who join OSPS will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer. Annual leave – The paid holiday entitlement for a full-time contract is six working weeks (30 days) annual leave (5 days is to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Annual Leave shall be taken at mutually convenient times agreed in advance with the Domestic Bursar. Bank Holidays which fall within the full terms of the University of Oxford are normally worked, for which compensatory time- off in lieu will be given. The holiday year begins on 1 January and ends 31 December. Meals - Employees are entitled to take lunch free of charge, when the kitchen is open. Welfare Support – Employee Assistance Programme – a free confidential telephone helpline and online medical guidance. Free annual flu jab. Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary. Cycle to Work Scheme/Bike Loan – monthly deductions from salary. Sports Facilities – Access to the University Sports club. University Card - for discounts in shops, cafes and restaurants and University Leisure facilities. Other Information: No smoking is allowed on any of the College sites. Recruitment Monitoring: This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College’s Equal Opportunity Policy and Code of Practice. You are asked to complete the Recruitment Monitoring Form which is completed through the online application process. The information supplied on the form will play no part in the selection process and will not be seen by any members of the shortlisting panel. Data Protection: All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the General Data Protection Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website. https://www.bnc.ox.ac.uk/downloads/GDPR/PrivacyNotice_AcademicandNonAcademicStaffApplicant.pdf Job Types: Full-time, Fixed term contract Contract length: 12 months Pay: £31,459.00-£36,616.00 per year Benefits: Company events Company pension Cycle to work scheme Discounted or free food Employee discount Free parking Store discount Work Location: In person