Accommodation Services Administrator in Bangor

We are looking for an individual to provide specialist systems and administrative support to the Accommodation Team within Accommodation Services.

This includes configuring and maintaining Kinetics/Kx, supporting the accommodation applications and allocations cycle, producing routine reports, supervising and coordinating office workflows and rotas, and maintaining accurate web/CRM content.

The role works under the direction of the Accommodation Officer and the Accommodation Services Manager.

Main Duties and Responsibilities

• Configure and maintain Kinetics/Kx (including Kx Student and Kinetics Web) for annual rollover and in-year updates.
• Run system integrity checks, update configuration documentation, and ensure data accuracy.
• Support the processing of student accommodation applications and offers, following established procedures.
• Execute routine tasks related to arrivals, room moves, departures, and allocations.
• Coordinate rotas and workflow planning to ensure adequate reception and back-office cover during absences and peak periods.
• Gain a thorough working knowledge of the University's Student Records system as it relates to the Halls of Residences and work on his/her own initiative to organise and manage the day-to-day work of the Halls office.
• Supervise the day-to-day work of the team, allocating tasks and supporting effective service delivery, referring operational matters to the Accommodation Officer where appropriate.
• Support induction and on-the-job training of Accommodation Assistants in systems and procedures.
• Maintain Halls website content, CRM email templates, and ensure alignment with approved messaging.
• Generate routine management information (occupancy levels, room usage, allocations progress).
• Prepare and issue debtor communications and arrange student appointments in line with standard procedures.
• Maintain the manual payment plan spreadsheet and manage ongoing communications with students on payment plans.
• Support Open Days and Applicant Days by preparing materials and responding to operational queries.
• Participate in the evening and weekend on-call rota.
• Follow all University policies, Financial Regulations, and Quality Assurance standards.
• Monitor day-to-day adherence to established procedures and escalate inconsistencies or issues.
• Use initiative to resolve routine operational queries and issues within established procedures, escalating more complex matters.
• Highlight data anomalies, trends, or operational issues to the Accommodation Officer to support decision-making.
• Identify opportunities for improvements to systems and processes and make recommendations to the Accommodation Officer.
• Provide operational cover for the Accommodation Officer (Grade 6) during short periods of absence, limited to routine decision‑making and day‑to‑day coordination within established procedures.
• Other clerical and administrative duties, including telephone enquiries, as required or instructed by the Accommodation Officer or the Accommodation Services Manager.
• Other Duties and Responsibilities
• The post holder will be expected to participate in performance review and developmental activities.
• The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.
• The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions.

The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.

• The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of their legal requirements of their post.

Person Specification

Qualifications and Training

• 2 AS Levels, or 1 A Level, or NVQ level 3 in a relevant subject area, or equivalent experience.
• A willingness to participate in training and undertake further professional development.
• NVQ level 4

Experience and Knowledge

• Experience of working within a customer-facing administrative environment.
• Supervisory experience in a customer-focused environment, or the willingness to be trained/coached.
• Experience in dealing with matters of sensitivity and confidentiality.
• Excellent IT skills, including demonstrable proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams etc.).
• Experience of working within a Higher Education environment.
• Experience of using administrative or records management systems, with the ability to quickly learn specialist platforms such as Kinetics/Kx and Banner (or equivalent).
• Knowledge and understanding of issues currently affecting the Higher Education sector.
• Experience of working on software development within the digital/online/mobile domain.
• Experience of front-end development using up-to-date versions of HTML.
• Knowledge of database systems and user support.

Skills and Abilities

• Confident communicator with excellent interpersonal skills, with the ability to communicate effectively both orally and in writing.
• Ability to engage positively with staff and students and maintain effective relationships across all levels of the University.
• Accurate data entry skills and excellent attention to detail, with experience of producing precise and thorough work.
• Demonstrable ability to positively influence a team and support ongoing collaboration.
• Excellent organisational skills with the ability to coordinate workloads, multitask effectively, and manage a varied and demanding workload in a fast‑paced environment
• A proactive approach with the ability to identify and recommend improvements where appropriate.
• Ability to work independently, follow established procedures, and demonstrate initiative, escalating matters appropriately where required.
• Proven ability to behave in a professional and appropriately assertive manner, including when dealing with difficult situations.
• Ability to recognise IT system development requirements and coordinate appropriately with the Accommodation Officer.
• Other
• Willingness and ability to work flexible hours when required, including some evenings and weekends (due to the nature of the role, extended leave cannot typically be taken between mid-August and mid-October).
• The ability to speak Welsh fluently and carry out tasks such as writing emails in Welsh to a variety of audiences is essential for this post.
• General

We are a member of Advance HE's Athena SWAN Gender Equality charter and hold a Silver award in recognition of our commitment to and progress towards gender equality within the University's policies, practices, and culture.

We are proud to be a Disability Confident employer.

All members of staff have a duty to ensure their actions are in line with the overall environmental aims of the University and minimise their environmental impact.

All offers are made subject to proof of eligibility to work in the UK and receipt of satisfactory references.

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