Accommodation Officer
| Posting date: | 29 July 2025 |
|---|---|
| Salary: | £31,459 to £36,616 per year |
| Hours: | Full time |
| Closing date: | 14 August 2025 |
| Location: | OX1 4AJ |
| Remote working: | On-site only |
| Company: | Brasenose College |
| Job type: | Temporary |
| Job reference: |
Summary
The Accommodation Officer is responsible for all matters associated with planning, allocation and cleaning of residential accommodation and the cleaning of public rooms across the four Brasenose College sites.
This role is fixed term, full time, for a period of 1-year.
Accommodation
- In liaison with other Domestic team managers (“Heads of Departments” or HoDs), anticipate and forward plan for term, conference and vacation accommodation requirements ensuring all contacts are kept informed of developments.
- To ensure that accommodation capacity is maximised both in term, and for conferences in vacation. Essentially working closely with college office, Estates team and the Conference and Events Manager.
- To liaise and oversee the required student room ballots and to ensure the administration of the ballots go ahead in liaison with the student common rooms and Domestic Bursar.
- To ensure that all aspects of room allocation are completed, and the information distributed as appropriate, ensuring rooming information is entered onto the room booking database (Kinetics) in a timely manner.
- To manage all student room, change requests and requests to end tenancies early and to advise all relevant departments of amendments.
- To input on Kinetics and keep up to date all student room allocations throughout the year.
- To ensure clear, professional communication and support for our students and guests/clients.
- Develop agreed Service Levels in collaboration with college office and the Domestic Bursar.
- To prepare all annual licences for accommodation together with the respective inventories. To ensure that arrivals and departures are conducted correctly and to respond to concerns or queries regarding the accommodation.
- To support the Domestic Bursar and Room Allocation Committee by managing the process of allocation of Fellows’ teaching rooms and Fellows’ property and managing the Ballot process for each.
- To ensure clear communication and liaison with relevant academic staff, HODs and external property agencies where appropriate.
- In liaison with the Clerk of Works and Head of Operations, to assist in ensuring that public rooms and residential rooms on all College sites are kept in a good state of decoration and repair, and in particular that the housekeeping team identify and report faults promptly.
- In liaison with Housekeepers, to organise carpet, window cleaning and other specialist cleaning as necessary.
- In liaison with the events Coordinator, to manage and monitor standard room set ups in public/teaching rooms.
- To order furniture and soft furnishings for Fellows, staff, student and public rooms as required in consultation with the Domestic Bursar.
- Administer guest room, and B&B enquiries.
- Support any requirements for SCR guest room bookings via SharePoint and KX Residential.
- Adopt a service desk style customer service for all enquiries. Help maintain and update listings on SpeedyBooker, University Rooms, and the College website.
Financial
- To keep accommodation contracts under review to ensure best value.
- Support the annual review of the accommodation budget and contribute recommendations for potential adjustments to the Head of Operations.
- Liaise with Finance Department to ensure that all bill charges for accommodation services are accurate and raised in a timely fashion.
- To take ownership for the KX system for student accommodation and ensure the system is effectively used and the required contracts are in place.
Health and Safety
- In liaison with the Head Housekeeper:
- Ensure a safe working environment for students and staff.
- Ensure Health & Safety notices are up to date in all rooms.
Welfare
- Welfare liaison lead between the welfare team and the Domestic Bursary. Manage all aspects of welfare provision that impact the Domestic Bursary including the provision of room adjustments for disabled students/staff or those with medical needs and the co-ordination of Domestic Bursary departments in the event of an outbreak of infectious disease.
Disabled access
- To work with the Domestic Bursar, Estates Manager and other colleagues to review all elements of the Disabled Access strategy. This includes an auditing process and the developments to offer a fully accessible service to students.
General duties
- The post holder will be required to be familiar with, and work in accordance with, all College’s policies and procedures.
- To participate in training and development required by the College.
- To be willing and prepared to undertake any other duties as directed by the Head of Operations or Domestic Bursar. The job description may be subject to review in consultation with the postholder.
- To be vigilant and take responsibility for ensuring the Accommodation and College property and equipment is kept safe at all times.
- To ensure all personal data relating to individuals is kept confidential in accordance with college policies and relevant data protection regulations.
This role is fixed term, full time, for a period of 1-year.
Accommodation
- In liaison with other Domestic team managers (“Heads of Departments” or HoDs), anticipate and forward plan for term, conference and vacation accommodation requirements ensuring all contacts are kept informed of developments.
- To ensure that accommodation capacity is maximised both in term, and for conferences in vacation. Essentially working closely with college office, Estates team and the Conference and Events Manager.
- To liaise and oversee the required student room ballots and to ensure the administration of the ballots go ahead in liaison with the student common rooms and Domestic Bursar.
- To ensure that all aspects of room allocation are completed, and the information distributed as appropriate, ensuring rooming information is entered onto the room booking database (Kinetics) in a timely manner.
- To manage all student room, change requests and requests to end tenancies early and to advise all relevant departments of amendments.
- To input on Kinetics and keep up to date all student room allocations throughout the year.
- To ensure clear, professional communication and support for our students and guests/clients.
- Develop agreed Service Levels in collaboration with college office and the Domestic Bursar.
- To prepare all annual licences for accommodation together with the respective inventories. To ensure that arrivals and departures are conducted correctly and to respond to concerns or queries regarding the accommodation.
- To support the Domestic Bursar and Room Allocation Committee by managing the process of allocation of Fellows’ teaching rooms and Fellows’ property and managing the Ballot process for each.
- To ensure clear communication and liaison with relevant academic staff, HODs and external property agencies where appropriate.
- In liaison with the Clerk of Works and Head of Operations, to assist in ensuring that public rooms and residential rooms on all College sites are kept in a good state of decoration and repair, and in particular that the housekeeping team identify and report faults promptly.
- In liaison with Housekeepers, to organise carpet, window cleaning and other specialist cleaning as necessary.
- In liaison with the events Coordinator, to manage and monitor standard room set ups in public/teaching rooms.
- To order furniture and soft furnishings for Fellows, staff, student and public rooms as required in consultation with the Domestic Bursar.
- Administer guest room, and B&B enquiries.
- Support any requirements for SCR guest room bookings via SharePoint and KX Residential.
- Adopt a service desk style customer service for all enquiries. Help maintain and update listings on SpeedyBooker, University Rooms, and the College website.
Financial
- To keep accommodation contracts under review to ensure best value.
- Support the annual review of the accommodation budget and contribute recommendations for potential adjustments to the Head of Operations.
- Liaise with Finance Department to ensure that all bill charges for accommodation services are accurate and raised in a timely fashion.
- To take ownership for the KX system for student accommodation and ensure the system is effectively used and the required contracts are in place.
Health and Safety
- In liaison with the Head Housekeeper:
- Ensure a safe working environment for students and staff.
- Ensure Health & Safety notices are up to date in all rooms.
Welfare
- Welfare liaison lead between the welfare team and the Domestic Bursary. Manage all aspects of welfare provision that impact the Domestic Bursary including the provision of room adjustments for disabled students/staff or those with medical needs and the co-ordination of Domestic Bursary departments in the event of an outbreak of infectious disease.
Disabled access
- To work with the Domestic Bursar, Estates Manager and other colleagues to review all elements of the Disabled Access strategy. This includes an auditing process and the developments to offer a fully accessible service to students.
General duties
- The post holder will be required to be familiar with, and work in accordance with, all College’s policies and procedures.
- To participate in training and development required by the College.
- To be willing and prepared to undertake any other duties as directed by the Head of Operations or Domestic Bursar. The job description may be subject to review in consultation with the postholder.
- To be vigilant and take responsibility for ensuring the Accommodation and College property and equipment is kept safe at all times.
- To ensure all personal data relating to individuals is kept confidential in accordance with college policies and relevant data protection regulations.