Accommodation and Conference Coordinator

5 months ago

Oxford, United Kingdom St Hugh's College Full time

**1. Job title: Accommodation and Conference Coordinator**

**2. Hours: 37.5**

**4. Reports to: Accommodation Manager with a dotted line to the Conference & Events Manager**

**5. Direct reports: None**

**6. Job summary**:To assist with administration of all residential accommodation within College, including B&B stays, fob access management and rental contracts for our students, Fellows, staff members and bed & breakfast visitors. To assist with monitoring residential occupancy and to take reservations in a friendly and helpful manner, communicating with guests to ensure that their requirements can be met during their stay.

This role will have shared responsibility to the accommodation office as well as the conference office. Both assisting St Hugh’s members with accommodation as well as supporting the conference office with bed & breakfast visitors and other conference/ commercial tasks.

You will need strong customer service and excellent organisational skills to deal with a wide range of stakeholders and the ability to effectively communicate with those involved. Primarily this is an office-based role, but will require you to have a hands-on attitude to deal with the variations of tasks and challenges this role brings.

**7. **Key relationships: Students, Fellows, external visitors, Estates, Housekeeping and Finance department

**8. Background**

The College is run by the Governing Body, consisting of the Principal, 48 academic Fellows, and the senior officers of the College such as the Senior Tutor and the Bursar. The members of Governing Body are the Trustees of the charity and have ultimate responsibility for the governance and operations of the College, although much of this is delegated on a day-to-day basis to a number of key committees and officers.

**The Accommodation office** is responsible for the management of the College’s accommodation stock, including the administration of room allocation for our students and fellows and the cleaning of bedrooms, shared facilities and public spaces.

**The Conference Office** is responsible for providing exceptional customer service to all stakeholders of the Conference Office, both for internal and external events. We make sure that conference activities are maintained to a high standard by delivering a professional, hospitable and efficient service

**9. Main Responsibilities**

Accommodation Office Responsibilities:

- Act as first point of contact in the accommodation office for students, staff and visitors. Respond to general enquiries interpreting College and external regulations as appropriate.
- To communicate with all other College departments, to ensure the smooth running of the accommodation office.
- To assist with the administration of accommodation agreements, file signed contracts and update the Kinetics booking database (full training will be provided).
- To assist the Accommodation Manager to ensure that bedrooms are correctly equipped for incoming students, including those who register disability needs.
- To manage and keep a record of all the accommodation inventory and stock level of furniture, including making sure the accommodation inventory is updated each term
- To administer and update the University Rooms online bed and breakfast system, ensuring maximum occupancy at all times and collating B&B feedback information, preparing and presenting reports for the Senior Management team.
- To assist with the key fob (Salto) system.
- To assist with purchasing furniture and upholstery under the supervision of the Accommodation Manager.
- To assist with management of the College Gym including maintenance of equipment.
- To carry out any other reasonable duties as requested by the Accommodation Manager

Conference Office Responsibilities:

- To assist the Conference Office with general administrative duties, including liaising with commercial clients.
- To assist the Conference team in setting up meeting rooms ensuring standards are maintained.
- Provide a high level of customer service at all times, including handling and resolving enquiries from clients.
- To take bookings in a friendly and helpful manner, communicating with guests, students, staff and fellows to ensure all details are collected and that all requirements can be met.
- To assist the Conference Manager to maximise income generation for the College and ensure that space available for conferences is used to the maximum benefit, taking into account the need to work around the College’s core academic purpose.
- Ensure all function sheets are kept up to date and the relevant colleagues across College receive timely information of events.
- To create specific brochures and associated material to present College facilities to different client groups (conference/wedding/B&B), including graphic design and printing.
- Make administrative arrangements for events, including producing menus, table plans and place cards.
- To carry out any other reasonable duties as requested by

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