POSITION DESCRIPTION POSITION TITLE: Student Housing Booking Coordinator CLASSIFICATION LEVEL: Bond 3 SCHOOL/OFFICE: Commercial Services DATE POSITION CLASSIFIED: May 2015 PURPOSE OF THE POSITION: The Student Housing Booking Officer is an integral member of the Student housing team with the person being responsible for the processing of student applications and allocations for housing on campus. This role is front facing and is in many instances the first point of contact for prospective and new students. The requirement to be customer focused, organised with a positive attitude to resolving concerns is a primary driver for this role. This is a full time position for which indicative hours are 8:30am to 5:00pm Monday to Friday, however due to normal fluctuations in workloads associated with the responsibilities of the position there may be a need to work outside these hours on occasion REPORTING RELATIONSHIP: This position reports directly to the Manager Accommodation. Director Commercial Services Manager Student Housing and Mail Room Services Receptionist/Administration Assistant Student Housing Booking Coordinator Administrative Assistance ESSENTIAL ATTRIBUTES:             Experience in processing Student Accommodation Bookings Demonstrated service excellence in the customer service experience Strong communication and interpersonal skills High level of organizational skills with an ability to prioritise tasks Attention to detail Demonstrated competency in Microsoft Office, email, operation of office equipment Be familiar with fire and evacuation security procedures Well groomed and articulate Prepared to work within a team environment Ability to work under pressure in a multi-faceted work place Demonstrated professional communications with people from various cultural backgrounds and perspective and have ability to accurately convey information Flexible in working hours DESIRABLE ATTRIBUTES:  Experience with Finance One and Student One Computer Systems; Student database. COMPETENCY: Customer Service RESPONSIBILITY:    PERFORMANCE INDICATORS: Responsible for the smooth operation of the office reception Ensure all enquiries are dealt with in an efficient courteous and timely manner.  Report all maintenance issues.     Operational Performance        Process all Accommodation Applications for both International and Domestic Students. Process data entry of student bookings from the Myroom Website into the database system. Assist in the efficient running of the Student Housing Office. Perform Reception duties. Complete key audit at the end of each semester Ensure that all student and Temporary Accommodation bookings; Mybond/EMBA student bookings are dealt with in an efficient, courteous manner. These include:Reservations; Amendments, Cancellations Process room allocations each      Report any issues to Student housing manager Prompt response to all inquiries. Keep an accurate record of all inquiries. Accurate information given to clients. Update information on the student database Be able to work without constant supervision efficiently and effectively Accommodation waitlists compiled confirmed within 24 hours. Charges for accommodation and dining services are charged where applicable. Adjustments to accounts are completed within 24 hours. Website Applications approved and/or sent to the Domestic/International office to be approved; monitor bookings process, all bookings to be checked within 24 hrs      Communication   .  Financial Management   Team Building Semester for all students. Prepare all Registration Forms for new students as well as returning students. Action any request made by the General Manager and/or Assistant Manager. Assist in the management of dining plans Any other duties as required Liaise and assist students in relation to accommodation matters. Action all Student Residences emails within 24 hours Liaise with Student Housing Manager regarding external accommodation bookings.  To maintain standards in administration, documentation and policies and procedures. Process student Account Adjustments and Room Moves are completed efficiently and accurately on a daily basis Process Accommodation and meal plans to Student One.  Ensure cashiers excel report for any changes are completed daily Process any charges directly to Student One Work within the team environment, communicating at all levels.    Ensure WH&S standards are maintained. Meet the expected standard of performance. Continuous Improvement  Identify ways to improve current work processes in order to establish more streamlined practices and improved customer outcomes  Contribute to improvement in the Office Administration team with the with a focus on customer service Working Relationships  Establish and maintain positive beneficial working relationships with customers at all levels  Conduct is consistent with being a member of a small, cohesive team. Participation is professional, enthusiastic and positive  Staff should demonstrate an understanding of the principles of quality assurance and continuous improvement as they apply at Bond University Staff are expected to demonstrate an ongoing commitment to the Bond University Strategic Plan University Policy and to our quality assurance processes. Understanding Assurance of Quality  Understanding Sensitivity of Cultural  Staff will come in to contact with staff and students from a variety of cultural backgrounds. It is expected that mutual  respect, cultural awareness and cultural sensitivity will form the basis of the professional working relationship. Staff are encouraged to attend a cultural sensitivity workshop to further enhance and develop cultural awareness and cultural sensitivity skills. It is not the intent of this position description to limit the scope of this position in any way but to give an overview of this role at Bond University. You may at times be required to work at other tasks and areas as directed by the Director of Commercial Services and the Manger Student Housing and Mail room services. . Position Held by: Signed: Date: