Events and Accommodation Administrator

Events and Accommodation Administrator

Application Deadline: 15 August 2025

Department: Accommodation and Conferences

Employment Type: Permanent - Full Time

Location: Brasenose College

Compensation: £27,838 - £31,459 / year

Description The Events & Accommodation Administrator 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.

They will provide comprehensive support to the Conference & Events and Accommodation teams, ensuring the smooth planning, coordination, and delivery of events and accommodation services. This role requires a proactive, detail-oriented individual with excellent communication and customer service skills.
Key Responsibilities Main duties will include:

• To be responsible for responding to and administering all accommodation only bookings, from enquiry to delivery. (Training required and will be delivered over Easter vacations).
• Some events support responsibilities will be required (supporting role).
• To maintain up-to-date knowledge of the College's facilities, services, and event offerings.
• To assisting with site show arounds for potential conference business.
• To assist with an onsite presence during term time events, when required.
• To respond to client enquiries under guidance, preparing draft quotes and sending sample menus as instructed.
• To identify and implement creative ways of working and adapt to new processes.
• To create and maintain a 'general enquiries' log for the team.
• To collate event and conference costings for invoicing, ensuring deadlines are met.
• To adopt a service desk style customer service style for all enquiries.
• To ensure planning documents used by the Events team are completed by the client in a timely manner.
• To provide support for Accommodation on booking system (KX or Kinetics) from time to time during busy periods and absence.
• To administer guest room and B&B enquiries, as the first point of contact.
• To assist with administrative tasks such as preparing visa letters, issuing Wi-Fi logins, and coordinating with the Lodge for key distribution.
• To support the student room allocation process, ensuring accuracy of data being submitted into the booking system (KX or Kinetics).
• To help maintain and update listings on SpeedyBooker, University Rooms, and the College website.
• To support any requirements for SCR guest room bookings via SharePoint and KX Residential.
• To undertake reasonable tasks as requested by the C&E Manager or DB.
• The post holder will be a confident decision maker, finding solutions and problem solving can be required when dealing with fellow's guest rooms and allocation of group accommodation.

General duties will require the postholder:

• To be familiar with, adhere to, 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 Conference and Events Manager Accommodation Manger, or Head of Operations. The job description may be subject to review in consultation with the postholder.
• To be vigilant and take responsibility for ensuring all College property and equipment is always kept safe.
• To ensure all personal data relating to individuals is kept confidential in accordance with College policies and relevant data protection regulations.
• To hold high attention to detail and pride in presentation.
• To show flexibility to support events during evenings and weekends, from time to time.

Person Specification Essential criteria

• Experience in accommodation operations within a hotel or College.
• Excellent customer service, communication skills and relationship building skills.
• Excellent organisation and prioritisation skills and able to multi-task.
• Ability to work to tight deadlines under pressure and remain calm and courteous.
• A positive and proactive approach to problem solving to ensure the best standards and service delivery.
• Proficient IT skills with an intermediate to advanced working knowledge of Microsoft office including Excel.
• Professionalism and excellent presentation skills with a high level of English (oral and written).
• Experience in event planning and/or accommodation administration.
• Experience of room booking database.

Desirable criteria

• A positive and proactive approach to problem solving to ensure the best standards and service delivery.

Terms and Conditions of Employment Appointment: This is a permanent full-time post and there will be an initial probationary period of six months. The appointment will be conditional on verification of the successful candidate's 'Right to Work' checks in advance of employment and subject to the receipt of satisfactory references and medical clearance through the University's Occupational Health Services.

Salary: Equivalent to Brasenose College Grade 4 (£27,838 - £31,459 per annum) dependent on experience.

Hours of working: Full time 35 hours each week. Standard hours are from 8am to 4pm, Monday to Friday, with an unpaid hour taken for lunch. Some weekend and evening work may be required for which time off in lieu may be given.

The post holder will be required to work the hours necessary to fulfil the job requirements and subject to operational needs. A willingness and ability to adopt a flexible approach to working hours and duties is essential according to the requirements of the College.

Benefits:

• Pension - Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional.
• Salary Exchange Scheme - Staff who join OSPS will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer.
• Annual leave - The paid holiday entitlement for an equivalent full-time contract for a year is six working weeks (30 days) of annual leave (5 days to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Part time leave is pro rata. Annual leave shall be taken at mutually convenient times agreed in advance with Principal and his PA. Bank Holidays which fall within the full terms of the University of Oxford are normally worked, for which compensatory time- off in lieu will be given. The holiday year begins on 1 January and ends 31 December. For part years of service the entitlement will be calculated as 1/12th of the annual entitlement for each completed month.
• Meals - Employees are entitled to take lunch free of charge in Hall when the kitchen is open.
• Welfare Support - Employee Assistance Programme; a free confidential telephone helpline and online medical guidance. Free annual flu jab.
• Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary.
• Cycle to Work Scheme/Bike Loan - monthly deductions from salary.
• Sports Facilities - access to the University Sports club.
• University Card - for discounts in shops, cafes and restaurants and University leisure facilities.

Other Information: No smoking is allowed on any of the College sites.

Recruitment Monitoring: This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College's Equal Opportunity Policy and Code of Practice.
You are asked to complete the Recruitment Monitoring Form which is completed through the online application process. The information supplied on the form will play no part in the selection process and will not be seen by any members of the shortlisting panel.

Data Protection: All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the General Data Protection Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website.