St Anne’s College

Job Description – Accommodation Assistant

Full Time, Permanent, £18,274 per annum

The College

St Anne’s is a modern, informal, academically ambitious College and is one of the largest in the University. It is known for its domestic setting and the diversity of its student body. It is an energetic and friendly co-educational community of some 730 students plus tutors and staff.

St Anne’s has a radical tradition. It can trace its origins back to 1879, and the formation of the Association for the Education of Women in Oxford. It became a College in 1952 and first admitted men in 1979. The College has always set its face outwards towards the world, driven by its commitment to making accessible the opportunities of an Oxford education to those of academic potential who otherwise might not encounter them.

The College has over 422 undergraduate students and, in recent years, has built up its graduate community to around 308. It has a small endowment, and relies on its successful vacation conference business and upon the generosity of its large and committed alumnae base to secure its financial stability. For further information about the College, please visit

Responsibilities

  • Type and submit all Maintenance reports
  • Provide daily list of Emergency Spare Rooms
  • Key contact to report issues: From Scouts (cleaning staff) and Students
  • Maintain stock of Accommodation Department radio systems
  • Report to Accommodation Administrator - issuance of all accommodation-related items in order to maintain stock control
  • Maintain current records of all tenancy agreements
  • Photocopy and distribute undergraduate vacation residence applications
  • Provide assistance for yearly Undergraduate Room Ballot

International Storage Facility

  • Assist Accommodation Administrator to oversee this on-site facility

College – Rented Properties

  • Liaise with residents and letting agencies – via email and in-person
  • Confirm and maintain residential inventories
  • Conduct routine inspections

Conferences

  • Create files for residential events held in College
  • Liaise with Conference Organiser
  • Use College’s computer programme to allocate residential accommodation
  • Liaise with Lodge to confirm arrivals and departures of conference guests
  • Maintain status of “back-to-back” changeover notices
  • Produce reports to generate bed night data

The post:

  • Is responsible to the Deputy Accommodation Manager
  • May also be requested to provide general clerical support and perform other appropriate tasks as directed by the Accommodation Manager and the Domestic Bursar.

Person Specification

  • Customer service focus
  • Excellent written and spoken communication and interpersonal skills
  • Ability to work in a team
  • Attention to detail and accuracy
  • Numeracy and spreadsheet skills
  • Ability to work to deadlines and manage own workload when required
  • Tact and confidentiality
  • Experience of working in a college or hotel accommodation role would be advantageous although full training will be provided
  • Ideally education to Level 3 with a minimum of a good pass at GCSE English and Mathematics. There may be discretion for the right candidate but good numeracy and literacy are vital.

Terms and Conditions

Annual leave: 35 days per annum, which includes 8 public holidays. The post holder is expected to take part of this entitlement during the official period of College closure in winter.

Notice period: One month.

Appointment:
Probation: / It is envisaged the successful person may have a month’s notice and would start as soon as possible after selection.
There will be a 6 month probationperiod.
Salary: / In the region of £18,000 p.a.
Pension: / The College offers membership of the Oxford Staff Pension Scheme
Meals: / Free lunch is provided when working both sides of lunch, when the kitchen is open.
Parking: / You are eligible to apply for a parking permit for which an annual fee applies.
Hours of working: / Full time (36.25 hour week). Standard office hours are 9 am to 5.15 pm each day with an unpaid one hour lunch break. However, these hours may be adjusted to suit operational requirements. Overtime is not usually offered or paid.

Application process

To apply please download an application form from our website: by noon onTuesday 1st November 2016.

Prospective candidates should ensure that the cover letter/ personal statement section includes details on how their skills, experiences and interests equip them to undertake this role.

It is anticipated that interviews will be held at St Anne’s on the Thursday 10 November 2016.

The policy and practice of St Anne’s College require that all staff are afforded equal opportunities within employment. Entry into employment with the College and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Applicants are encouraged to complete the equal opportunities monitoring form.