Allocations Manager (Accomodation Services)
University of Glasgow
United Kingdom

Job Purpose

To manage the Accommodation Services allocations and digital media function, which oversees allocation of students to the accommodation bed stock of approximately 3500 including the Dumfries Campus, as well as additional bed stock secured through nominations agreements, where required.

The role leads the Accommodation Allocations team and takes responsibility for the allocation and prioritisation of work across the year. More specifically the following task detail provides the key areas for focus:
• minimise voids and maximise income
• co-ordinate the vacation booking process
• improve procedures and processes, implement changes as appropriate and manage relevant staff.
• to adhere to and monitor use of, financial regulations and procedures
• to ensure accurate data is input to the central finance system
• to ensure correct and accurate use of computerised bed allocation system, in respect of finance transactions.
Leadership of the Allocations team will also involve line management and support for personal development and the annual P&DR process.

Main Duties and Responsibilities

1. Co-ordinate the allocation of bed stock currently approximately 3500 spaces. To minimise voids and maximise income. Maintain procedures for room transfers, withdrawals and moves to private accommodation.
2. Identify and implement improvements to computerised sales ledger and bed allocation system. Implement training and new procedures to ensure correct and efficient use of the system. 
3. Co-ordinate the vacation booking service, ensure procedures are implemented for processing bookings, to ensure income is recorded correctly and timely. Troubleshoot any errors to ensure ledger and banking reconciliation. 
4. Perform detailed manipulation and analysis of data, highlighting and prioritising issues for further investigation and preparing reports to support decision making around student and summer income, the preparation of forecasts and variance analysis. 
5. Provide advice to ensure compliance with University procedures, regulations, legislation and influence operational decision making with regard to the student residential market.
6. Co-ordinate departmental involvement in University Open days and applicant visit days. Manage the recruitment and training of student guides, co-ordinate staff for deployment on Accommodation stand and liaise with other Departments.
7. Co-ordinate the Summer School Programmes, prepare forecasts for income, collate and reconcile departmental charges. 
8. Provide effective line management of a small team of staff, this included work allocation, undertaking PDR process and general line management responsibilities.
9. Provide administrative support for the Operations Manager, Accommodation Services including minute taking at GSV Board Meetings and monthly Accommodation Ops Meetings.
10. Oversea the work undertaken in respect of Digital Media across Accommodation Services and support its development and growth
11. Take responsibility for day to day management of the IT provision within Accommodation Services including liaison with the relevant relationship manager in IT Services and any external contacts such as Kinetic or Optify, for example.

Knowledge, Qualifications, Skills and Experience

A1 Ability to demonstrate the competencies required to undertake 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 8 (Advanced Higher / Scottish Vocational Qualification level 4, Higher National Certificate) or equivalent, and experience of personal development in a similar role. 
A2 A basic level of accounting knowledge to support the financial admin requirements of the role working loosely with University Services Finance. 
A3 Knowledge of House in Multiple Occupation (HMO) and Private Residential Tenancy (PRT) legislation 
A4 Excellent knowledge of Microsoft Office and associated programmes

B1 Working knowledge of UofG systems including Kx (Bed allocation package) Agresso and Support Works (or similar systems if unfamiliar with those used in UoG)
B2 Knowledge of the working procedures and requirements of the University of Glasgow
B3 Knowledge of VAT and tax regulations 
B4 An awareness of Digital Media channels used by Accommodation Services and an understanding of how this drives engagement with our audience and enhances the work of the services

C1 Self-motivated, able to multi-task, and to work under own direction and initiative, to a tight schedule, while maintaining flexibility.
C2 Proven ability to work as part of, and to lead a team.
C3 Able to show initiative and possess the ability to generate and implement new ideas and new approaches to student allocations and the database software
C4 Excellent interpersonal and networking skills, demonstrating an ability to deal with a wide range of people, including those holding senior positions.
C5 Proven high-level written and oral communication. 
C6 A customer-focussed approach to work, and sensitivity to cultural issues.
C7 Problem-solving skills, particularly for identifying resolutions to student issues whilst maintain department objectives 
C8 Ability to deal to understand student issues and deal with them with sensitivity and confidentially.
C9 Excellent time management, administrative and organisational skills, and attention to detail.
C10 Ability to demonstrate an understanding of operational requirements including conceptualising and interpreting service requirements.

E1 Relevant work experience in a similar role
E2 Experience in a customer centric role.
E3 Experience of complex administration within a pressurised working environment.
E4 Experience of managing and processing data.
E5 Experience of managing and leading a team of people

F1 Experience of working in Higher Education Sector.
F2 Event preparation, attendance and presenting to an audience 
F3 Experience of working with international students and / or staff.

Job Features

Responsible for allocation of approximately 3500 bed spaces, generation of appropriate legal contracts together with maintaining low levels of voids. Line manager 3 team members. Support the Operations Manager. Assist with preparation of income and expenditure forecasts and variance analysis.

Job Features
Planning and Organising
Plan the best use of the bed stock to maximise occupancy for both core tenancy and summer and commercial income.
Decision Making
Resolve issues as they arise and propose alternative solutions to matters or queries regarding allocation of bed stock.

Internal/External Relationships
Key stakeholders exist across the Estates & Commercial Services directorate, but additionally include Student & Academic Services (e.g. Student Enquiry team) and Finance. Strong links into External Relations are also required in relation to open days and future applicant activity

Outside the University the main focus of activity is with Sanctuary Students and the local management teams in Glasgow such that their work impacts student experience in the residences.

Problem Solving
Initiative and judgement to resolve problems independently seeking input from line manager or other stakeholders as required. This will require a well-developed analytical and problem solving capability.

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 6, £28,660 - £32,236 per annum.

This post is offered as full time (35 hours per week) and on an open-ended basis.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful applicant will be eligible to join the Universities’ Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits.

Relocation assistance will be provided where appropriate.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equality.

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