ACCOMMODATION MANAGER CANDIDATE INFORMATION PACK
BACKGROUND INFORMATION
UCL is one of the world’s top universities. Based in the heart of London, it is a modern, outward-looking institution.
At its establishment in 1826, UCL was radical and responsive to the needs of society, and this ethos – that excellence should go hand-in-hand with enriching society – continues today. UCL’s excellence extends across all academic disciplines; from one of Europe’s largest and most productive hubs for biomedical science interacting with several leading London hospitals, to world-renowned centres for architecture (UCL Bartlett) and fine art (UCL Slade School). UCL is in practice a university in its own right, although constitutionally a college within the federal University of London. With an annual turnover exceeding £1 billion, it is financially and managerially independent of the University of London.
UCL’s excellence extends across all academic disciplines; from one of Europe’s largest and most productive hubs for biomedical science interacting with several leading London hospitals, to world-renowned centres for architecture (UCL Bartlett) and fine art (UCL Slade School). UCL is in practice a university in its own right, although constitutionally a college within the federal University of London. With an annual turnover exceeding £1 billion, it is financially and managerially independent of the University of London.
THE UCL COMMUNITY
UCL’s staff and former students have included 29 Nobel prizewinners. It is a truly international community: more than one-third of our student body – more than 35,000 strong – come from 150 countries and nearly one-third of staff are from outside the UK. UCL offers postgraduate research opportunities in all of its subjects, and provides more than 200 undergraduate programmes and more than 400 taught postgraduate programmes. Approximately 54% of the student community is engaged in graduate studies, with about 29% of these graduate students pursuing research degrees.
UCL Estates
UCL Estates manages the estate and facilities infrastructure from the strategic to the operational, across property acquisition and management, capital projects, engineering and maintenance, environmental sustainability, safety, security, cleaning and including student residences and central room bookings.
Student Residential Accommodation at UCL
UCL manages 4,074 student rooms across 21 residences, three which provide catered accommodation, with a further 1,900 rooms held under nomination agreements.
JOB DESCRIPTION
Post:
Accommodation Manager
Department:
Student Accommodation
Reporting to:
Area Residences Manager
Responsible for: Residences teams including casual and vacation staff on the designated sites.
Main Purpose of the post:
The post holder will be responsible to the Area Residences Manager for the management of designated student residences to achieve the overall aims and standards of the department whilst operating within the financial targets and Standard Operating Procedures.
MAIN DUTIES & RESPONSIBILITIES
1. Management of designated student residences, to agreed standards to achieve customer satisfaction and operating within budgetary restraints. 2. To lead and direct staff teams within the designated residences. 3. To assist with the recruitment, management, deployment, training, performance management and appraisal of staff, complying with UCL’s Human Resources Division. 4. To ensure that all relevant Health & Safety legislation, policies and procedures are actively followed at all times and to take necessary action to ensure the safety of students, guests, contractors and staff whilst on site. 5. Ensuring that routine local safety training (e.g. fire familiarisation, emergency isolation points etc) is undertaken by all staff on site. 6. Overseeing the maintenance of buildings and equipment, involving liaising with College’s Estates Division and overseeing contractors and/or in-house staff, involving periodic refurbishment of all parts of the site; ordering and keeping an adequate stock of spare parts, disposables, fittings and white goods. 7. Providing a reception service in the site Offices, ensuring that all necessary administration work is completed and all enquires dealt with expediently. All post, parcels and deliveries to be processed according to procedures. 8. Allocation of rooms during term time and vacation, ensuring that the rooms are of the correct standard. To oversee the check in of summer guests and students on their arrival, ensuring that the correct procedures are followed. 9. Responsible for ordering and maintaining a sufficient stock of items for summer lettings including linen and kitchen equipment, and student linen packs. 10. Ensuring all College financial regulations are adhered to including supervision of documentation for purchase and sales ledgers. 11. To operate and understand UCL databases such as StarRez and SITS/SAMS for which training will be provided. 12. To ensure that accurate student and guest records both electronic and manual are maintained in accordance with the Data Protection Act to ensure confidentiality. 13. To authorise residence fees extensions and instalment plans to student residents in accordance with the stated procedure and to input them onto SITS/SAMS. To meet with students debtors as required and to ensure that Notice to Quits are served when necessary.
14. To ensure that the residence general email accounts are checked on a daily basis, and email enquiries are responded to in a timely fashion or referred on as appropriate. 15. Ensuring that high standards of housekeeping are maintained, this to include the supervision of cleaning staff, allocating and checking their work, issuing keys and cleaning stores and ensuring an adequate stock of these is maintained. Participating in a monthly cleaning audit with the contract manager. 16. To ensure that weekly housekeeping checks of the buildings and termly safety inspections and matters arising from them (such as maintenance and disciplinary issues) are actioned and recorded in accordance with the stated procedures. 17. To ensure that regular mandatory functions including fire door inspection, fire extinguisher inspection, fire bell tests and water hygiene (flushing little used outlets) are carried out. 18. Liaising with the Area Residences Manager, Wardenial staff, and the Dean of Students in relation to student welfare and discipline. 19. Have knowledge of all relevant College policies and procedures. Handle complaints in accordance with the complaints procedure. 20. Any other such duties which may from time to time be allocated by the management of the Residences, which are commensurate with the grade and within the brief of the post. Please note a) Visitors and students must be treated in a courteous manner at all times. b) It is a requirement of the post that the post holder is smartly dressed while on duty. c) The post holder will be required to act as a Fire Evacuation Marshall and First Aider for which training will be provided. d) The above duties are not exhaustive or exclusive, and the post holder will be required to carry out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the line manager or Head of Department/Division e) The post holder should actively follow UCL policies including “Equal Opportunities” f) The post holder should attend staff meetings and undertake job specific training as required as well as participating in UCL’s programme of Continuing Professional Development and the Welcome Home programme. g) No leave is to be taken one week before and after the student departure and arrival weekends (June and September). h) This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the post holder.
PERSON SPECIFICATION
This is a specification of the qualifications, experience, skills, knowledge and liabilities that are required to effectively carry out the responsibilities of the post (as outlined in the job description) and forms the basis for selecting a candidate.
Essential/ Desirable
Education/Training
A good general education to at least A Level or equivalent
E
Relevant professional qualifications, such as hospitality or general management qualifications NVQ Level 3 and above, Nebosh General Certificate Membership of a relevant professional body such as the Institute of Hospitality (IoH) or Chartered Management Institute (CMI).
D
D
Work Experience/Other Relevant Experience
Proven experience in a student accommodation/hotel environment preferably within a multi-site organisation
E
Practical knowledge and experience of soft facilities management via in house or contract arrangements
E
A good working knowledge of relevant Heath and Safety Legislation
E
Experience of staff training
E
Previous staff management or supervisory experience
D
Previous experience of customer service with a solution focused approach
E
Good knowledge and practical application of relevant IT systems and software
E
PERSON SPECIFICATION
Essential/ Desirable
Abilities/Personal Qualities
Ability to work flexibly as part of a team
E
Ability to demonstrate excellent organisation skills
E
Ability to work in a pressured environment
E
Strong communication and interpersonal skills
E
Sound literacy and numeracy skills
E
APPLICATION PROCESS
Applications should consist of a CV and covering statement outlining key matching experience and rationale for applying for the post which should be sent to; Charlotte Turedi
020 8892 0115 07852 131 794 charlotte.turedi@mrgpeople.co.uk
Hayley Mintern 020 8892 0115 07530 680 184 hayley.mintern@mrgpeople.co.uk For a confidential and informal discussion please contact Charlotte Turedi or Hayley Mintern at The Management Recruitment Group.
52-54 Gracechurch Street London
Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115
111 Piccadilly Manchester
EC3V 0EH Tel 020 3962 9900
M1 2HY Tel 0161 638 0936
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