Accommodation Services Administrator in Bangor

Overview

The Accommodation Services department provides students with the best experience in their living accommodation by keeping them safe and supported and by promoting their participation and ownership of an equal and responsible communal society. The department currently supports approximately 2,500 students living in 38 buildings across two purpose‑built villages.

Purpose of the Job

Provide specialist systems and administrative support to the Accommodation Team. Duties include configuring and maintaining Kinetics/Kx, supporting the accommodation applications and allocation cycle, producing routine reports, supervising and coordinating office workflows and rotas, and maintaining accurate web/CRM content.

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 for the Halls of Residences and manage day‑to‑day work of the Halls office.
• Supervise team tasks, allocate duties, and support 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 and CRM email templates, ensuring alignment with approved messaging.
• Generate routine management information on occupancy levels, room usage, and allocation 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 adherence to established procedures and raise 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.
• Provide operational cover for the Accommodation Officer (Grade 6) during short periods of absence, limited to routine decision‑making.
• 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

• Participate in performance review and developmental activities.
• Comply with the University equal opportunities policies, Dignity at Work and Study Policy, the Welsh Language Policy and Standards.
• Exercise a general and legal duty of care in relation to health, safety and wellbeing, ensuring a safe and healthy working environment for all.
• Comply with relevant legal and financial policies and procedures and be aware of responsibilities in the legal context of the post.

Qualifications and Training (Essential)

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

Qualifications and Training (Desirable)

• NVQ Level 4.

Experience and Knowledge (Essential)

• Experience in a customer‑facing administrative environment.
• Supervisory experience in a customer‑focused environment, or willingness to be trained.
• Experience dealing with sensitivity and confidentiality matters.
• Excellent IT skills, including proficiency in Microsoft Office (Word, Excel, Outlook, Teams).

Experience and Knowledge (Desirable)

• Experience working within a Higher Education environment.
• Experience using administrative or records‑management systems, with the ability to learn specialist platforms such as Kinetics/Kx or Banner.
• Knowledge of issues affecting the Higher Education sector.
• Experience of software development within digital/online/mobile domains.
• Front‑end development experience using up‑to‑date HTML.
• Knowledge of database systems and user support.

Skills and Abilities (Essential)

• Confident communicator with excellent interpersonal skills.
• 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.
• 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.
• Professional and appropriately assertive manner, including when dealing with difficult situations.
• Ability to recognise IT system development requirements and coordinate with the Accommodation Officer.

Other Essential Requirements

• Willingness and ability to work flexible hours, including some evenings and weekends (no extended leave typically 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.

Working Hours and Location

Standard working week Monday to Friday 8:45 am to 5:00 pm, on an as‑and‑when‑required basis. The role is based on campus in Bangor with the option to spend time working remotely within the UK.

Equal Opportunities

The University is committed to equality of opportunity and diversity, supporting staff from all backgrounds and promoting the use of Welsh language. All applicants are treated equally, with applications accepted in English or Welsh.

Application Process

Applications must be submitted through the online recruitment website. Paper applications are available for those with disability‑related access issues via telephone.

Additional Information

All offers are subject to proof of eligibility to work in the UK and satisfactory references. For visa information and work‑right checks, see the UK government visa guidance.