Allocations Assistant

6 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
Responsible for the delivery of administrative support for the allocation of University-owned accommodation including additional beds arranged under Nomination Agreements; coordinate, implement and process the associated tasks. Coordinate and monitor the allocation and retention of summer business. Additionally, the role will provide support around student associated administration and student experience.

**Main Duties and Responsibilities**
- To process room transfer requests, withdrawal and early departure requests, effectively and efficiently. This involves utilising sound knowledge and undertaking a wider assessment of a request to ensure individual circumstance are considered as well as minimising voids.
- To process guest vacation and short term accommodation bookings for individuals and groups and associated tasks including processing card payments, liaising with key contacts and residence teams to ensure best use of available bed stock and payment processing compliance.
- Prepare and train student guides in advance for student recruitment events.
- To raise invoices on Kinetics for student’s fees, raise requisition payments using the University financial system Agresso. Additional responsibility to ensure relevant authorised purchases for student guides are undertaken.
- Input, extract and report on important financial and occupancy information using the software package Kinetics Solutions.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/ Qualifications**

**Essential**:

A1 Either: Ability to demonstrate the competencies required to under the duties associated with this level of post having acquired the 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.
A3 Detailed knowledge of a bed allocation database.
A4 Understanding of property management/leasing and relevant legislation (e.g. HMO Licensing, Gas Safety Regulations).
A5 Understanding of General Data Protection Regulation (GDPR) and Freedom of information Act.

**Desirable**:

B1 Knowledge of Agresso, Ivanti Helpdesk.
B2 Knowledge of bed allocation and financial software package Kinetics Solutions.
B3 Knowledge of student welfare/discipline issues.

**Skills**

**Essential**:

C1 Excellent verbal, written and interpersonal communication skills.
C2 Effective IT and numeracy skills.
C3 Initiative and judgement to resolve problems independently.
C4 Effective planning, organising, prioritising and time management skills, able to work flexibly at critical periods in the calendar and respond to changing demands.
C5 Diplomacy, tact and discretion, maintaining confidentiality at all times.
C6 Ability to work accurately and with attention to detail.
C7 Ability to work individually and as part of a team.

**Experience**

**Essential**:

E1 Experience of working with a bed allocation database, covering all administrative processes.
E2 Experience of working with confidential data.
E3 Experience working to deadlines.

**Desirable**:

F1 Previous experience of a higher or further education environment.
F2 Experience of working with people at all levels.
F3 Experience of working at visitor events.
F4 Experience of using the Agresso finance system, to include Purchasing Card.

**Terms and Conditions**
Salary will be Grade 4, £22,681 - £25,138 per annum.
This post is full time (35 hours p/w) and open ended.
As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.
As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
3 A flexible approach to working.

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