Job Description – Accommodation and Welfare Coordinator (Homestay)

Main role: The main administrative role of the Accommodation Coordinator (Homestay) is to coordinate and facilitate the placement of students into homestay accommodation and to provide students with effective pastoral care.

Reporting to: The Senior Registrar and the Principal Based at: 51 Shepherds Hill, London, N6 5QP Main Duties:

The following list is not necessarily exhaustive, and staff members are encouraged to become familiar with all aspects of the work of the office, in order to be able to cover for colleagues who are absent on leave or for other reasons, and also to create maximum operational flexibility in the provision by the office of its various services:

  • To process student enrolments including booking accommodation for students in homestay accommodation
  • To help students currently in the school and prospective students with their general enquiries about courses, accommodation and other matters
  • To place students into appropriate homestay accommodation and liaise with our sister school in London Central
  • To maintain daily lists of students still requiring homestay accommodation
  • To prepare a weekly weekend list of all students who are arriving and update the emergency homestay accommodation list
  • To deal with customer complaints efficiently and in a timely manner
  • To deal with students’ changes to their enrolments, including amending invoices and issuing refunds in relation to homestay accommodation
  • To prepare, maintain and continue to develop helpful guidance to include website content, literature and induction material for all students staying in homestay accommodation
  • To play an active role in the safeguarding and welfare of the school’s students with special attention paid to students aged 14-15
  • To coordinate the School’s efforts in actively recruiting new host families, to identify suitable demographic areas to target for recruitment campaigns and to reach pre-agreed recruitment targets
  • To liaise with third-party accommodation providers
  • To regularly monitor and maintain target stocks of homestay families and to limit the school’s reliance on using external homestay agencies
  • To manage and keep up to date the homestay hospitality agreement for homestay providers and to ensure that homestay providers understand and abide by the conditions set out in this document
  • To manage the visits and re-visits of prospective and existing homestay providers within the required timeframe
  • To ensure that hosts are fully compliant with all current statutory requirements
  • To check agency invoices and oversee the payment of our partners in accordance with the teams and conditions of their agreements
  • To initially deal with student welfare and personal problems where applicable and to refer serious and complex cases to the school’s management when necessary
  • To represent and report on homestay-related issues that concern the School at departmental meetings
  • To be familiar with all aspects of the Accommodation and Student Services Coordinator (Residential) role and to deputise as and when necessary

Other duties

  • To be on the emergency phone rota, shared with other administrative staff, in order to deal with student emergencies that occur outside of office hours: Additional payment is made for this.
  • To keep the Principal informed in a timely fashion of all important matters
  • To ensure that all accommodation practices are fully compliant with all current legislative and accreditation requirements
  • Where requested by the Principal or Managing Director, to provide any other reasonable administrative / secretarial assistance to the School that falls within the post-holder’s current level of competency

Profile for the role:

The post-holder will possess and demonstrate the following qualities:

Excellent customer service skills
Excellent telephone manner
Computer literate (MS Office essential)
Ability to work in a team and independently
Hard-working, positive, friendly and reliable attitude
Ability to work under pressure
Excellent communication skills, both written and oral
Fluency in English (Minimum C1 on the CEFR)

The following are not minimum requirements, but would be advantageous:

University honours degree
Previous EFL industry experience
Level 1 training in Safeguarding and Child Protection
Experience using Class for Windows
Apllicants should send a C.V and covering letter to Thomas Borrie, Principal

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