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Housing Services Administrator
Job Description
Job purpose
To main focus of the post holder is dedicated to effectively provide confidential, professional administrative support to the Head of Housing Services and to the Housing Services team. To effectively provide a customer focused reception service of excellence for Housing Services. To be the first point of contact for, and to represent the team, both internally and externally, whether in person, by telephone or by email, responding to all generic enquiries or by referral to an appropriate team member when escalating non-routine enquiries.
The post holder will be required to support the Head of Housing Services in delivering a customer focused service of excellence; providing advice and guidance encompassing the broad range of housing options available to students and staff. The range of this role is not limited to the Queen Mary halls of residence, but includes nominated private providers, private housing as well as homestay or short stay options.
Main duties and responsibilities
- To provide a customer focused first point of contact to students, staff and private landlords, the public and other external bodies, judging when to pass on or escalate complex queries.
- To check all applications received for housing eligibility, and issue relevant and timely feedback to applicants.
- To represent Housing Services at all Queen Mary internal and external events, particularly at main residential arrival and departure days, to provide and sustain a positive image for Residential Services
- To manage and keep updated the Housing Services team diaries.
- To check the accuracy and relevance of information and imagery on the Residential Services website..
- To provide administrative support to the Housing Services team.
- To advise the Head of Housing Services on noticeable trends in customer enquiries.
- To be flexible at key times within the university calendar to support the delivery of services that will be outside normal business hours, which will include working in the evenings and at weekends
- To comply with all Queen Mary and Directorate policies and procedures and demonstrate a commitment to the Directorate purpose statement and values
- To implement recognised good practice in communication and cohesion, to promote the culture and behavioural change programme that has been embarked upon by the Directorate.
Qualifications
GCSE, NVQ (Level 3) or City and Guilds in English and Maths or equivalent
Skills
- Significant experience working within an HEI or privately built student residential environment
- Significant experience working in a customer service environment providing exceptional customer service
- Understanding of the relevant regulations and national codes of practice and the implications of non-compliance
- Experience managing conflicts, resolving or escalating complaints, with the ability to use own initiative to handle difficult situations with tact and sensitivity
- Familiarity with budgeting and financial management
- Knowledge and understanding of HEI Admissions systems, key dates and SITS student record system
- Knowledge of the private sector housing market
Skills/Abilities
- Excellent written and verbal communication and interpersonal skills with the ability to communicate effectively with staff and external contacts at all levels
- Computer literate with a good knowledge of Microsoft Office software, particularly Excel
- Able to plan, manage and monitor a variety of commitments, balancing workloads to meet service demands
- Excellent attention to detail and a systematic approach to work
- Friendly, approachable, diplomatic and able to relate to people
- Flexible attitude and willing to learn, develop and improve both individually or as part of a team
Other
- Able to deal with personal, private and confidential issues with appropriate discretion (Data Protection Act)
- Able to manage job role in line with customer expectation of Equality and Diversity Policy
- Able to identify resolutions to problems and utilise analytical skills
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To provide a high level of service to both internal and external customers dealing with a wide range of post-award administration duties. To monitor income and expenditure transactions in order to achieve accuracy of data paramount to providing accurate management information to departments and senior officers. To produce invoices and claims in a timely manner to a wide variety of Research sponsors e.g. Charities, Industry, Government and Research Councils to meet pre-determined deadlines to avoid financial sanctions.
To carry out responsibilities with due regard to the College?s Equal Opportunities & Health & Safety Policies.
To undertake any other duties as may be reasonable expected by the line manager of Head of Department.
Main duties and responsibilities
- To support the Financial Compliance & Management Officers with the daily running of the section, ensuring that an efficient service to both internal and external customers is maintained. Duties will involve a diverse range of activities dealing with specific sponsor types e.g. Charities, Research Councils, Industry and Government Offices.
- The preparation of claims and invoices in a frequency determined by the sponsor, ensuring accuracy of information and reconciling the total value of the claim to the general ledger and making any necessary adjustments in agreement with other central service sections and academic departments.
- Responsible for ensuring the daily milestone tasks are completed on Worktribe in order of priority to meet the needs of the sponsor. The efficient timing of invoice and claim submissions is essential to facilitate the College?s cash flow.
- The continuous process of checking the information held in Agresso in order to ensure the accuracy of the data produced, for both routine and management information reports which are regularly presented to academics, Heads of Department, Senior Officers, and the relevant committees.
- To produce routine reports as required, from the general ledger and PCB modules in Agresso, for data analysis and the compilation of information to meet departmental and external sponsor requirements.
- Responsible for dealing with customer enquiries to the Helpdesk promptly to ensure a quick response time and efficient levels of service.
- To initiate and enter journals onto Agresso relating to internal expenditure transfers and salary re-charges, paying careful attention to accuracy to avoid the misrepresentation of data.
- To work closely with the Finance Department to ensure accuracy of research grant expenditure and liaison with the Credit Control Section to assist with the collection of income on research grants and contracts.
- Ensuring that regular budget/expenditure reports are sent to departments in a timely manner. Monitoring budget control and alerting the relevant departmental administrators and grant holders to significant variances for appropriate action.
- Maintaining document repository on Worktribe to satisfy both internal and external audit requirements, liaising with departments where necessary to complete this process
Qualifications
GCE or equivalent in Maths and English
Skills
| AAT or relevant experience |
| Experience/Knowledge |
| Knowledge of good accountancy practice |
| Excellent written and oral communication skills |
| Solid account office experience |
| Numerate skills to appropriate level |
| Knowledge of computerised finance systems |
| Experience of excel and word |
| Experience of working with all levels of staff including senior officers |
| Skills/Abilities |
| Ability to work under pressure and to meet predetermined deadlines |
| Ability to work on own initiative in a challenging environment |
| Ability to liaise credibly and articulately with colleagues at all levels including Sponsors, Funders and Sr. Management. |
| Ability to build and maintain close working relationships with other administration offices and departmental Research Manager, including Human Resources, Procurement, finance and service departments within QMUL and Barts Health NHS Trust |
| Other |
| Flexible and professional approach to work |
| *The ability to meet UK ?right to work? requirements. |
COMPASS-MS Therapist
Qualifications
MSc in Health Psychology
Skills
Experience in CBT therapy
Library Student Ambassadors - six roles available to work 15 hours between February and June 2025
We are looking for enthusiastic and motivated students - at all levels- to become Library Student Ambassadors to help improve the student experience in the Library. We want to increase the student voice and focus on library developments and improvements that are most important to students. We need you to tell us!
Library Student Ambassadors will be actively involved in a number of library projects, take part in user experience research or focus groups, attend some Library Working Group meeting, and take forward suggestions for improving and developing library services and help promote library services and resources.
The hours will be worked between 9am and 5pm Monday to Friday and we will try to be flexible around your studies and other commitments. Some weeks it will be 2 or 3 hours and other weeks, no hours - making a total of 15 hours worked between Feb and June 2025
Qualifications
Current London Met student
Skills
Excellent communication skills in order to act as a sounding board for ideas, talk to other students, and give suggestions for improvements in Library Services and Special Collections
How to apply - PLEASE send letter of interest
Email Laura Simmons (l.simmons@londonmet.ac.uk), Head of Library Operations, with heading LIBRARY STUDENT AMBASSADOR detailing your course and School and what year you are in and no more than 300 words outlining why you think you would make a good Library Student Ambassador in terms of your skills and interests and a suggestion of one thing you would like to see improved or developed in the library either online or in the physical library. Thank you!
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