Summer Stays Receptionist

• Work as part of the team who will manage reception from 08h00 until 20h00, seven days per week. Shifts will vary but evening and weekend work will be required. Overtime may be required at times and flexibility on working hours will be required. There may also be the requirement to work at different Halls.
• Assist the RM by overseeing all the services that are required to deliver a successful summer business operation.
• Work alongside other summer receptionists, assisting with guest queries and general reception duties.
• Act as the primary ‘on-site’ contact for group bookings: ensuring rooming lists are up-to-date and have been uploaded into KX (computerized booking system), liaising with group leaders and assisting when needed with room allocations and room moves.
• Assist guests who require booking extensions, ensuring payments are received and relevant IT systems are updated accordingly.
• Ensure that all IT system updates are made in a timely fashion.
• Liaise with the cleaning contractor regarding cleaning schedules, ensuring they have sufficient information (including arrivals/departures report) to schedule room cleaning and staffing allocation.
• Ensure cleaning contractor has sufficient stock of summer consumables, liaising the RM regarding additional supplies. Order additional supplies when necessary.
• Ensure standards are being maintained throughout the building by:
  • Conducting room checks prior to guest arrivals
  • Carrying out spot checks in flats to ensure kitchens/bathrooms
  • Carrying out ad hoc “building walks” of the premises, including stairwells and outdoor areas

  and take any necessary action with the cleaning contractor/RM when issues are identified

• Keep accurate records of all reports produced over the summer, so that when summer comes to an end cleaning invoices can be reconciled.
• Print out daily Fire & Safety reports (occupied and vacant rooms).
• Conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations.
• Perform such duties consistent with the role as may from time to time be assigned to one of the summer halls.
• Make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organizational effectiveness.
• Demonstrate a relatively flexible approach to working hours and show a willingness to travel across multiple sites as per business requirements.

Key Working Relationships:

• Residence Managers
• Residential Operations Manager
• Summer Business Executive
• Business Development Manager
• Summer Receptionists and other Hall staff
• Summer Stays Administrator
• Summer Stays Assistant
• Cleaning contractor and their staff
• Summer Stays Consutant and business lead