Please note this vacancy is only open to current University of Glasgow employees.

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 digital and administrative tasks. Coordinate and monitor the allocation and retention of commercial and summer business. Additionally the role will provide support around student associated administration and student experience.

Main Duties and Responsibilities

1. To ensure effective and compliant administration of the allocations function covering both real-time instant booking and traditional offer processing. This involves processing applications, using judgement on where best to allocate students in respect of allocating rooms; monitoring the allocation system’s configuration to ensure accurate availability and pricing for instant bookings, digitally communicating with students, monitoring the application status.

2. Act as the primary point of contact for all enquiries by telephone, email, online forms and digital platforms and ensure they are managed appropriately either by bringing to a conclusion or referring onto appropriate senior staff or relevant University Service. This involves using judgement of a situation to ensure the appropriate advice is given whilst maintaining a high degree of confidentiality and data security

3. 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 proactively working to minimise voids.

4. To manage enquiries and process guest vacation, short term accommodation bookings for individuals or groups and associated tasks including processing card payments, liaising with key contacts and residence teams to ensure best use of available bed stock and compliance with financial procedures.

5. Prepare and train student ambassadors in advance for student recruitment events.

6. Liaising with prospective students and parents at student recruitment events to ensure they fully understand the accommodation proposition available to them and the process for applications and allocation.

7. 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 ambassadors are undertaken.

8. Accurately input, extract and report on key 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.

A2 A good knowledge of the application and use of the Microsoft 365 Suite (Outlook, Word, Excel, Teams, Forms) and digital communication tools.

A3 Detailed knowledge of a modern bed allocation/property management database.

A4 Understanding of property management/leasing and relevant legislation (e.g. HMO Licensing, Gas Safety Regulations).

A5 Strong Understanding of General Data Protection Regulation (GDPR) and Freedom of Information Act principles.

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.

B4 Understanding of property management/leasing and relevant legislation (e.g. HMO Licensing, Gas Safety Regulations).

B5 Knowledge of University accommodation guarantees and admissions policies.

Skills

Essential:

C1 Excellent verbal, written and digital 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 modern bed allocation database, covering all administrative processes.

E2 Experience of working with confidential and sensitive data in compliance with GDPR.

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, £24,685 - £26,707 per annum.

This post is full time (35 hours p/w) and open ended.

Closing date: 23 November 2025.

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.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.