Accommodation 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 Principal

Based at: St Giles London Central, 154 Southampton Row, London, WC1B 5JX

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 and hotels
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 Highgate
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 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 organise and host regular face-to-face and digital networking, update and briefing sessions for homestay 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 welfare officer
To represent and report on homestay-related issues that concern the School at departmental meetings
To be familiar with all aspects of the Accommodation 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
To keep the Principal informed in a timely fashion of all important matters
To operate and help maintain the school’s Customer Management System (CMS) and to keep accommodation records up-to-date
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

• Outstanding Organizational skills

• Computer literate (MS Office essential)

• Ability to work in a team

• 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:

• Fluency in a second language

• University honours degree

• Previous EFL industry experience

• Level 1 training in Safeguarding and Child Protection

• Experience dealing with UKBA, British Council and Independent Schools Inspectorate

• Experience using Class for Windows

• Full driving License

Applicants should send CV and covering letter to the email address listed.


Profit sharing/share options
Job Type: Full-time, Contract

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