Accommodation and Welfare Officer

3 weeks ago

Leeds, United Kingdom Centre of English Studies Leeds Full time

**Accommodation & Welfare Officer CES Leeds**

The main duties and responsibilities are as outlined below, although the post-holder may be called upon to perform other tasks and duties as deemed reasonable by the Principal,

Registrar and/or Accommodation Officer. Primarily, the post will involve:
**Accommodation Duties (principal duties)**

**1. Group bookings**
To match families for designated group bookings with any special student requirements as stated on the enrolment form or as notified to you by the school.
To make all family bookings initially by telephone and then confirm each booking in writing.

**2. Group Maps**.
To prepare (If requested) for every group a map showing the locations (red dot and student number) of the families selected for each member of the group and to give this to the Registrar/Accommodation Officer.

**3. Monitor satisfaction**
To monitor students' reactions to their families, in part with the help of answers given by students on a questionnaire the school will ask them to complete: to liaise with overseas leaders on problems arising and, as necessary, to discuss any problems with the student and/or his/her family.
As you judge necessary, or in response to an overriding directive from the
Principal/Accommodation Officer, to move students from families with whom they are unhappy to another family.

**4. Communication with host families**

**5. Group lists**
To prepare for groups lists of students and their host families for distribution in advance as follows -- one for yourself, one for the school and one for the person meeting the group at airport/seaport.

**6. Transfers**.
To book taxis as required, to meet students at airport/seaport, using the standard school form to confirm them. To make any special arrangements, as requested by the school, for families to meet student who are travelling to the centres as individuals

2023

rather than as members of the groups.To notify families of the centre, or other location, to which students are to go on their first day and the time at which they are to do so.
To see to it that families bring their students to the centre, or make other appropriate arrangements, on the first day of their studies.

**7. Residential bookings**.
To book students into residential accommodation as required, manage and check residential records, invoices and payment.

**8. Prospective host family enquiries**
To deal with enquiries from prospective host families, making appoints for visits.

**9. Other**
Ensuring CLASS records correct and up-to-date at all times
Ensuring effective and timely management of accommodation tasks by working closely with the office Assistant and the Office Manager. Liaising daily with and following guidance and instruction from the Office Manager.
Cover for the Accommodation officer during his/her absence.

**Registration Duties (secondary duties - as required)**

**1. Enrolment**
Managing visa requirements as needed.
Managing group registrations in CLASS, for example, inputting students’ details, processing documents, scanning and liaison with agents and our Registrar
Producing weekly reports on arrivals (courses, families, taxis, groups) via the database: raising other reports as and when required via the database.
Liaising with group leaders and communication with staff at other school centres.

**2. Other**
Banking cash takings weekly
Ensuring CLASS records correct and up-to-date at all times
Coordinating with Director of Studies in the effective management of attendance and student reports.
Ensuring effective and timely management of registration tasks by working closely with the Registrar. Liaising daily with and following guidance and instruction from our
Registrar.
Cover for the Registrar or Office Assistant during his/her absence

**General duties**

1. Welcoming new students, answering their queries and assisting them to adjust to
England through helpful, positive advice and attitude. Guiding students to correct areas of the school. Liaising with group leaders and agents, sometimes by telephone. Contributing to student and staff welfare in a caring and efficient manner. Generally assisting students to adjust to England in a friendly and articulate manner.

2023

3. Undertaking general office duties: Typing letters, documents, reports and faxes, maintaining files. Filing student details. Assist with the care of photocopiers, and fax. When necessary ordering supplies, helping with mail shots, arranging for documents to be sent by DHL, unlocking and securing the building, and other similar tasks as requested by the Principal, dealing with post, arranging postal collections..

4. Participating in the emergency telephone on-call rota. To have the emergency phone between Monday to Friday every two weeks Sept to June or as required.

**Please note that annual leave may not be taken in June, July or August**

**Student Welfare**

**Designated Safe-guarding Person (DSP).**

Centre of English Studies places the highest importa

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