Conference and Bookings Administrator - Oxford, United Kingdom - Ripon College Cuddesdon

Ripon College Cuddesdon

Verified Company

Oxford, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Summary, purpose and objectives of the role

This is a key role in the hospitality team administering enquiries and bookings for the College's buildings, as well as being a welcoming onsite presence and point of contact for conference and other users.

As a member of the Bursarial team to support the work of the Bursar and Deputy Bursar across all aspects of Cuddesdon's activities, helping to enable the smooth, friendly and efficient operation of a small but complex organisation in which the contribution of each team member is valued and appreciated.

Main duties and responsibilities
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Conference, events and guest stays_

Take and co-ordinate bookings for all meeting rooms and accommodation - this includes all college or student related bookings and those from external groups.

Receive and manage conference enquiries, meeting with prospective clients, establishing requirements, issuing quotations and booking forms, dealing with all correspondence, allocating rooms and invoicing.

Input all bookings into the College booking system and ensure data is accurate and up to date.

Ensure all information necessary for the smooth running of an event or booking is collected, including dietary requirements, mobility or disability requirements.

Attend as necessary to greet guests and issue keys, or to arrange a deputy.

Liaise with colleagues - catering, housekeeping - to ensure the best possible service to students and outside visitors.

Update public calendars with all bookings and events.

Arrange for the payment of deposits by hirers, and issue invoices for full payment.

Manage the student meal booking system and publicise the menu.

Ensure AV and other equipment in the meeting rooms is set up correctly and in good working order.
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Other Duties_

Cover for reception and general office functions (when other staff absent)

Assist with marketing, promotion and communication of conference activity.

Other duties as directed by the Bursar or Deputy Bursar as required.
Summary Terms & Conditions

Hours: 35 hours per week Monday to Friday, with occasional flexibility for evening/weekend working

Location:
Cuddesdon

Salary:
c £25k

Holiday:
The holiday entitlement is 6 weeks plus 8 bank holidays. Annual leave will not normally be granted during term time.

You will be required to take up to a week of annual leave during each of the Christmas and Easter closed periods.

Pension:

You will be eligible for membership of a Church of England Pension scheme to which the College contributes 6.5% of basic pay and the employee is required to contribute a minimum of 1.5%.

In addition the College pays 0.5% for life insurance cover.

College Meals:

You may join students and staff for free lunches in the College dining room during term time when the kitchens are open.

Ripon College Cuddesdon is committed to safeguarding and ensuring the welfare of children and adults. This is a responsibility that is shared by all staff. The suitability of all prospective employees will be assessed during the recruitment process in line with this commitment.

We have safeguarding policies in place which staff are expected to read at induction and keep up to date with any policy changes throughout their employment and/or volunteering experience.

Regular training is provided.

Circumstances
Occasional weekend / evening work

Job Types:
Full-time, Permanent

Salary:
£25,000.00 per year

Benefits: