Kings Hall College
Accommodation & Enrolment Officer
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Overall Responsibilities
The Accommodation & Enrolment Officer plays a key role in supporting student accommodation, enrolment, admissions, and administrative processes at Kings Hall College. The role ensures an efficient, professional, and welcoming experience for prospective and current students, from initial enquiry through to enrolment and throughout their time at the College.
The postholder will provide administrative support to the Operations Director, liaise with colleagues across the College to ensure smooth operational delivery, and contribute to the effective management of student accommodation and welfare.
In addition to these responsibilities, the postholder will participate in the College's 24-hour emergency telephone rota, acting as the first point of contact for students experiencing emergency accommodation, welfare, or safeguarding issues outside normal office hours and ensuring that appropriate action is taken in accordance with College policies and procedures.
Key Responsibilities
Accommodation & Enrolment
- Handle all student enquiries, providing accurate information about courses, fees, and entry requirements.
- Process student applications, ensuring all required documentation is received and verified.
- Prepare and issue offer letters, enrolment documentation, and related correspondence.
- Maintain accurate student records and databases.
- Assist students with visa applications and compliance with immigration regulations where applicable.
- Support enrolment, induction sessions, and student orientation activities.
- Coordinate and book student homestay accommodation and other accommodation arrangements to ensure a smooth student experience.
- Liaise with accommodation providers to resolve accommodation-related matters promptly and professionally.
Student Welfare & Emergency Telephone
- Participate in the Kings Hall College 24-hour emergency telephone rota as scheduled.
- Carry and manage the designated College emergency mobile telephone during allocated periods.
- Respond promptly and professionally to emergency telephone calls received outside normal office hours.
- Assess emergency situations and determine the most appropriate course of action.
- Provide immediate support and advice to students experiencing accommodation, welfare, or safeguarding concerns.
- Liaise with accommodation providers regarding urgent maintenance issues or student welfare matters.
- Contact emergency services where required.
- Escalate significant incidents to the Operations Director or other designated senior managers in accordance with College procedures.
- Maintain accurate records of all emergency calls, incidents, and actions taken.
- Complete written incident reports following significant welfare or safeguarding concerns.
- Ensure all emergency situations are managed in accordance with Kings Hall College Safeguarding, Health & Safety, and Student Welfare Policies.
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Administrative & Financial Duties
- Process student payments, deposits, and refunds in accordance with College policies.
- Maintain accurate financial records relating to student fees and accommodation payments.
- Liaise with the Finance Department regarding student accounts where required.
- Ensure compliance with internal procedures and external regulatory requirements.
- Assist in preparing reports relating to enrolment, accommodation, and student statistics.
- Maintain accurate filing systems and administrative records.
Student Support & Customer Service
- Act as a first point of contact for prospective and current students.
- Provide guidance on accommodation, admissions, and enrolment procedures.
- Deliver a high standard of customer service in all interactions.
- Work closely with the Accommodation, Enrolment & Welfare Officer to support student welfare needs.
- Assist with student inductions and orientation activities as required.
- Work collaboratively with academic staff, senior management, and external accommodation providers.
- Maintain confidentiality and ensure compliance with data protection legislation.
- Contribute to the continuous improvement of admissions, accommodation, and enrolment procedures.
- Carry out any other duties reasonably requested by the Operations Director.
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Person Specification
Essential
- Excellent communication and interpersonal skills.
- Strong organisational and administrative skills.
- Excellent customer service skills.
- Ability to manage multiple priorities and work independently.
- Ability to remain calm and make sound decisions under pressure.
- High level of accuracy and attention to detail.
- Good working knowledge of Microsoft Office applications.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Understanding of safeguarding responsibilities within an educational environment.
- Willingness to hold the emergency contact number out of hours.
Desirable
- Experience working within an educational or international student environment.
- Experience of accommodation management or student services.
- Knowledge of British Council Accreditation requirements.
- First Aid qualification (or willingness to undertake training).
- Experience of dealing with emergency situations or welfare-related incidents.
General Duties – All Staff
- Represent Kings Hall College professionally at all times.
- Comply with all College Safeguarding policies and procedures.
- Promote the welfare, wellbeing, and safety of all students.
- Ensure Health & Safety policies are implemented and followed.
- Adhere to British Council Accreditation standards and contribute towards continuous quality improvement.
- Maintain high standards of professionalism and presentation within the College.
- Attend meetings and training sessions as requested by the Management Team.
- Assist with College social activities and events where required.
- Participate in emergency response procedures and incident management when required.
- Undertake any other duties appropriate to the role as reasonably requested by the Operations Director.
Job Location: Manchester
Job Role Department: Operations
Line Manager: Operations Director
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