Student Housing Coordinator

5 months ago


Cardiff, United Kingdom Celtic English Academy Full time

**JOB TITLE**:

- Student Housing Coordinator
**HOURS** - Part Time 20 hours - Full Time 37.5
**PAY**:

- £25,000 - £28,000 (pro rata for part time)

The Student Housing Coordinator is a key student services role requiring excellent
administrative and customer service skills, as well as a high cultural awareness ability.

The role is line-managed by the Operations Manager and part of the Operations department.

The Student Housing Coordinator manages the relationship with homestay providers, seeking and vetting new providers, and placing students in matched accommodation. They also support with coordinating the residence accommodation.

**KEY RESPONSIBILITIES**

**Accommodation**
- Provide a quality allocations service to prospective students in homestay and residence accommodation, sending confirmation and regular communication to all parties (student, sending partner agent, host, residence staff)
- Ensuring the accommodation management system is up to date and information is accurate
- Working with the Operations Officer - Young Learners & Groups to handle group placements, administration, and student collection on arrival for mini-stay groups and summer programmes.
- Closely managing the residence booking system to maximise the occupancy rate.
- Assist in the marketing and promotion of any vacant rooms
- Ensuring adequate cleaning provision for the residence
- Ensuring provision of bedding and kitchen materials in the residence for incoming students
- Ensuring notice boards in the residence accommodation for CEA students are up to date
- Following correct procedures for placing under 18s into homestay accommodation and residence accommodation
- Dealing effectively with any issues, changes or complaints which arise in the Academy relating to students and their accommodation, sensitively liaising between students and accommodation providers where required
- Monitoring maintenance requests submitted to the residence staff
- Monitoring student extensions and ensuring payments are made correctly, auditing payment records regularly
- Ensuring weekly payments to homestay providers are accurate and sent to Finance for processing
- Maintaining good relationships with homestay and residential providers or suppliers
- Supporting with recruiting new homestay providers using social media and in-person recruitment techniques and responding to new applicant enquiries
- Monitoring the records for homestay providers, as required (i.e. Gas Safety certificates reviews, home visits, DBS checks)
- Monitoring the quality of accommodation, ensuring compliance with the British Council Accreditation UK
- Carrying out homestay visits of potential homestay providers (conducting house inspections, preparing agreements and sign-up packs) and revisiting current homestay providers on a bi-annual basis.

**Other**
- Providing cover whilst other Operations staff are on annual leave or sick leave Welfare and Safeguarding
- Upholding the Academy’s Health and Safety policy
- Following correct welfare policy and procedures, including the safeguarding of under 18s. This includes but is not limited to:
- Ensuring that the Safeguarding policy is known to all adults related to the school (including seasonal social activity staff, homestay providers and taxi drivers)
- Following regular Prevent and Safeguarding training

**RESPONSIBILITIES OF ALL CELTIC STAFF**
- The post holder will be responsible for their professional development through on-going training as provided by the company

**Data Protection & Confidentiality**
- The post holder must maintain the confidentiality of information of students, staff and business following the General Data Protection Regulations 2018 and subsequent amendments. All employees must not, without prior permission, disclose any information regarding students or staff

**Equal opportunities**
- All employees must fully understand and practise the Academy’s Equality & Diversity policy, being particularly aware of religious, cultural and linguistic differences of students and employees
- The post holder must at all times carry out his/her responsibilities with regard to the company’s Equal Opportunities Policy, as outlined in the Employee Handbook

**Health & Safety at Work Act**
- Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act (1974), and subsequent amendments, to ensure that agreed safety procedures are carried out to maintain a safe working environment for students, visitors and employees

**Sustainability & the Environment**
- Employees must understand the role the Academy and all it’s staff have to play in environmental stewardship and in promoting the principles of sustainability in its business activities
- Employees are expected to follow the Environmental Policy and any procedures or requests that the Academy make to ensure a more sustainable business operation, which can be continually evolving and progressing
- The Academy holds



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