Accommodation Assistant (Dumfries Campus)
University of Glasgow
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Job details
* Posted: 22 May 2025
* Salary: Grade 4, £24,685 - £26,707 per annum (pro rata)
* End date: 16 July 2025
* Location: Dumfries
* Job type: Management Professional & Administrative
* Reference: 174292
* Closing date: 26 November 2025
Job purpose
To provide effective and efficient administrative support within the University managed residence portfolio. Act as the first point of contact for any students, visitors, colleagues, and contractors, independently resolving enquiries using own knowledge and judgement.
Main Duties and Responsibilities
* Act as first point of contact, independently resolving issues using own knowledge and judgement in response to enquiries made in person, by telephone or via email from students, colleagues, external clients, contractors and suppliers.
* Welcoming visitors to site and carry out site tours with a variety of stakeholders.
* Work with onsite managers and contractors to resolve issues. Issue and control key distribution and conduct sign‑in processes for onsite contractors and the Housing association.
* Undertake general administrative duties including preparation of documents to an agreed standard, including written communication to residents. Update various site information reports/logs. Maintain administration and filing systems.
* Assist with flat inspections to ensure agreed standards are adhered to. Monitor and report maintenance issues to service providers and ensure these are carried out to completion in a timely manner, keeping customers fully appraised of progress.
* Carry out site audits and checks on health and safety related duties (e.g., fire alarm testing, fire equipment checks) to ensure all compliance works and relevant certificates and documentation are accurate and adhered to within the required timescales.
* Attend monthly staff and health and safety meetings as required. Provide administrative support and issue any relevant documentation in advance.
* Carry out room inspections prior to student arrivals, reporting and taking ownership to resolve issues that require attention to ensure rooms remain at appropriate standards.
* Work with bespoke packages to create rooming lists from allocation packages (currently KX) and visual information (e.g., onelan) and undertake tasks relating to debt management as required.
Essential Qualifications
* A1 Either: Demonstrated competencies required for this level of post, having acquired necessary knowledge and skills in a similar role; or Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent and experience of personal development in a similar role.
* A2 Good working knowledge of MS Word, Outlook, and Excel.
* A3 Knowledge of Health & Safety policies and procedures relative to the role.
* A4 Clean valid driving licence.
Desirable Qualifications
* B1 Attended training in customer service.
* B2 Knowledge of allocation packages and/or financial systems.
* B3 Knowledge of Student Accommodation policies and procedures.
* D1 Manual handling.
Essential Skills
* C1 Ability to communicate clearly both orally and in writing, clarifying requirements and responding to colleagues and customers in a customer‑centric way.
* C2 Ability to show empathy when dealing with customers, showing tact, diplomacy and discretion.
* C3 Ability to work with minimal supervision and remain calm under pressure, responding flexibly in a busy or unexpected environment.
* C4 Competent numeracy skills.
* C5 Ability to use own judgement to independently resolve issues.
* C6 Accuracy and attention to detail.
* C7 Effective planning, organising and prioritising skills, with the ability to see tasks through to completion.
Essential Experience
* E1 Experience of working in a customer‑facing office or customer service environment.
* E2 Experience of providing a high level of customer service, support advice and guidance.
* E3 Experience of carrying out a range of administrative tasks to a high standard.
Desirable Experience
* F1 Previous experience of working in student service environment, including student accommodation.
* F2 Experience of dealing with international students from different cultural backgrounds.
* F3 Experience of dealing with difficult situations.
* F4 Catering/Barista experience.
Terms and Conditions
Salary will be Grade 4, £24,685 - £26,707 per annum (pro rata) plus 6% shift allowance where applicable. This part‑time role (15 hours per week) is open‑ended. The post is Dumfries‑based and will incorporate aspects of Accommodation (am) and Catering (pm) with hours predominantly Monday through Friday, with flexibility for weekend work (e.g., open days, check‑in weekend) which attracts an allowance.
NB: This is a readvertisement. Previous applicants need not apply.
Other Information
* Seniority level: Entry level
* Employment type: Part‑time
* Job function: Administrative
* Industry: Higher Education
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