At a Glance
- Tasks: Manage room bookings and support events at the university while liaising with students and staff.
- Company: Join a dynamic university team focused on delivering excellent service.
- Benefits: Enjoy 38 days of annual leave, flexible working, and a generous pension scheme.
- Other info: Opportunities for personal development and a supportive work environment await you.
- Why this job: Be the go-to person for room bookings and make a real impact on campus events.
- Qualifications: Strong IT skills, attention to detail, and great organisational abilities are essential.
The predicted salary is between 30000 - 40000 £ per year.
The Room Bookings Officer is based within the Central Timetabling Team in IT Services and works with stakeholders to deliver a high-quality room bookings service. Working under the direction of the Senior Timetabling and Room Bookings Officer, you will deliver the service and continue to improve and refine the way the service operates. You will act as the first point of contact for room booking queries, liaising with students, staff and external guests to make and amend room bookings that meet the needs expressed, adhering to appropriate university policies and procedures in respect of room booking and usage. You will also be involved in the maintenance and use of relevant IT systems used for room booking and management. Other responsibilities will include involvement in room surveys and identification of relevant risks and issues.
Main duties and responsibilities:
- Act as the initial point of contact for University room bookings, including the use of University pooled spaces for non-teaching events, including Conferences, and support the continuity of core University business including Examinations, Open Days and Senior Management Committees (Almanac) by ensuring the required spaces are booked and maintaining shared documentation.
- Respond to queries from staff, students and external guests.
- Make, amend and cancel room bookings in accordance with University policies and processes.
- Liaise with the Students' Union to support and monitor room bookings for student societies.
- Liaise with Security and other stakeholders regarding any bookings which come under Prevent or Freedom of Speech legislation and may involve External Speakers.
- Maintain booking permissions for the online booking system (under guidance from the Senior Timetabling and Room Bookings Officer), and maintain booking permissions for users of the CMISGO and Google Calendar systems to allow users to make direct bookings in rooms.
- Maintain and manage the Pooled Room Directory (website) including photos & 360 views and a comprehensive list of features and equipment available.
- Maintain room records, including coordinating the annual teaching suitability survey and working with the Senior Timetabling and Room Bookings Officer to identify future refurbishment recommendations.
- Carry out other duties, commensurate with the grade and remit of the post.
Person Specification:
- Good IT skills; core suite of Google tools (Essential, Application).
- Ability to deal tactfully with people at all levels and negotiate where necessary to achieve appropriate outcomes (Essential, Interview).
- Attention to detail and a high level of accuracy in respect to data inputting (Essential, Interview).
- Good organisational skills and ability to prioritise competing demands (Essential, Application).
- Ability to work both independently and proactively (Essential, Interview).
- Ability to manage their own time effectively and manage conflicting demands at specific times of the year (Essential, Application).
- Ability to learn new technologies, techniques and best practice (Essential, Application).
- Ability to be flexible supporting and covering other team roles if needed (Desirable, Interview).
Further Information:
- Grade: 5
- Duration: 2 Year FTC
- Line manager: Senior Timetabling and Room Bookings Officer
- Direct reports: None
For informal enquiries about this job contact Vincenzo Silvestri, Senior Room Bookings Officer, v.silvestri@sheffield.ac.uk.
What we offer:
- A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
- Flexible working opportunities, including hybrid working for some roles.
- Generous pension scheme.
- A wide range of discounts and rewards on shopping, eating out and travel.
- A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women's and Parent's networks).
- Recognition Awards to reward staff who go above and beyond in their role.
- A commitment to your development access to learning and mentoring schemes; integrated with our Professional Services Shared Skills Framework.
- A range of generous family-friendly policies including paid time off for parenting and caring emergencies, support for those going through the menopause, paid time off and support for fertility treatment and more.
We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.
Room Bookings Officer in Sheffield employer: Diversity Dashboard
As a Room Bookings Officer at the University of Sheffield, you will be part of a dynamic Central Timetabling Team that values collaboration and innovation. The university offers an excellent work-life balance with a minimum of 38 days annual leave, flexible working opportunities, and a commitment to employee development through various learning and mentoring schemes. With a supportive work culture and a range of family-friendly policies, this role provides a meaningful opportunity to contribute to the university's mission while enjoying a rewarding career.
StudySmarter Expert Advice🤫
We think this is how you could land Room Bookings Officer in Sheffield
✨Tip Number 1
Get to know the ins and outs of the room booking system before your interview. Familiarise yourself with the tools mentioned in the job description, like Google Calendar and CMISGO. This will show that you're proactive and ready to hit the ground running!
✨Tip Number 2
Practice your communication skills! As the first point of contact for room bookings, you'll need to deal with a variety of people. Role-play scenarios with friends or family to get comfortable handling queries and negotiations.
✨Tip Number 3
Show off your organisational skills! Prepare examples of how you've managed competing demands in the past. This could be juggling multiple projects or coordinating events—anything that highlights your ability to prioritise effectively.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re genuinely interested in being part of our team at StudySmarter.
We think you need these skills to ace Room Bookings Officer in Sheffield
Some tips for your application 🫡
Show Off Your IT Skills:Make sure to highlight your experience with Google tools and any other relevant IT systems. We want to see that you're comfortable navigating tech, as it's a big part of the Room Bookings Officer role!
Be Personable:Since you'll be the first point of contact for room bookings, it’s crucial to demonstrate your ability to deal tactfully with people. Share examples of how you've successfully managed queries or resolved conflicts in the past.
Attention to Detail is Key:We love candidates who can showcase their attention to detail. Mention any experiences where accuracy was vital, especially in data inputting or managing bookings. It’ll show us you’re the right fit for maintaining our records!
Organise Like a Pro:This role requires juggling multiple tasks, so let us know how you prioritise competing demands. Share your strategies for staying organised, especially during busy periods like exams or open days. And don’t forget to apply through our website!
How to prepare for a job interview at Diversity Dashboard
✨Know Your Room Booking Policies
Familiarise yourself with the university's room booking policies and procedures. This will not only help you answer questions confidently but also demonstrate your commitment to adhering to guidelines, which is crucial for the role.
✨Showcase Your IT Skills
Be prepared to discuss your experience with Google tools and any other relevant IT systems. Highlight specific examples of how you've used technology to manage bookings or improve processes in previous roles.
✨Demonstrate Your Communication Skills
As the first point of contact for room bookings, effective communication is key. Practice articulating how you would handle queries from students, staff, and external guests, ensuring you convey tact and professionalism.
✨Organisational Skills Matter
Prepare to discuss how you prioritise tasks and manage competing demands, especially during busy periods like exams or open days. Share examples that showcase your ability to stay organised and meet deadlines.
