King's College London - Accommodation Systems Administrator

King's College London - Accommodation Systems Administrator

Accommodation Systems Administrator Candidate Information Pack

“Im fully committed to ensuring my directorate delivers to this progressive and ambitious philosophy ensuring we meet the strategic aims of the university, and improving the experience of staff, students and our communities”. Nick O’Donnell MRICS MCIBSE IEng Director of Estates & Facilities King’s College London

Contents

King’s College London Estates and Facilities Job Description & Person Specification Further Information & Application Process

KING’S COLLEGE LONDON

Since its foundation almost 200 years ago, King’s College London has been central to the establishment of London as one of the world’s foremost centres of academic excellence. Situated in the heart of what, by any measure, is one of the world’s most dynamic and international cities, King’s benefits from being shoulder-to-shoulder with

London’s great institutions. While King’s has a proud history, which has served the King’s family well for generations and made a profound contribution to modern life and society, King’s is neither captured nor defined only by its past. Indeed, King’s aspires to tackle global challenges and serve society in a way that is contemporary, forward-looking and unrestrained. King’s is: • one of the top 25 universities in the world (2016-17 QS international world rankings) • the fourth oldest university in England • research-led and based in the heart of London. King’s has over 27,600 students (including nearly 10,500 postgraduates) from some 150 countries and almost 6,800 employees. King’s provides world-class teaching and cutting-edge research: • In the 2014 Research Excellence Framework (REF) King’s was ranked 6th nationally in the ‘power’ ranking, which takes into account both the quality and quantity of research activity, and 7th for quality according to Times Higher Education rankings • Eighty-four per cent of research at King’s was deemed ‘world-leading’ or ‘internationally excellent’ (3* and 4*) • The university is in the top seven UK universities for research earnings and has an overall annual income of more than £684 million. King’s has a distinguished reputation in: • the humanities • law • the sciences, including health areas such as psychiatry, medicine, nursing and dentistry • social sciences, including international affairs. King’s is in The Complete University Guide’s Top Ten for: • Business Management Studies • Classics & Ancient History • Dentistry • Education • Food Science • History • Law • Music King’s has influenced many of the advances that shape modern life, such as: • the discovery of the structure of DNA • research that led to the development of radio, television, mobile phones and radar • being the largest centre for the education of healthcare professionals in Europe.

About the Directorate of Estates & Facilities

King’s Directorate of Estates & Facilities is a key enabler of the university’s Strategic Vision 2029 and we have created a strategy which demonstrates our intent and sets out how the Estates & Facilities team will support the ambition of the university’s strategic vision. Our philosophy has been developed using the Guiding Principles outlined in Vision 2029; we have worked with the teams across the other support

functions, with our academic and research colleagues and our students so that we can ensure that the communities we serve are at the very heart of the directorate’s work. We know that everyone in King’s interacts with our physical assets and relies upon our service delivery therefore they need to: • be seamless • to work • be sustainable and safe • be enabling • support work and learning and; • enable growth As King’s continues to mature and grow the task of developing, maintaining, managing and driving value from our physical infrastructure will become more complex. The Estates & Facilities strategy holds together our vision and ensures we can measurably improve the learning and working experience of our student, staff and partners. Meeting our aims will not be without its challenges. Operating in central London means that King’s has some unique challenges ahead with an ambition to grow student numbers and the level of research we undertake. This means we will need to make wise choices about where we focus our effort and resources. We will need to be clear about how we prioritise activity to ensure our decisions can support the overall purpose of King’s. We have a finite amount of space and resource and it is our job to help King’s manage our assets well. King’s has five campuses in central London consisting of more than 100 buildings ranging in age from the 1780s to the current day. Many are listed and of great architectural significance. The campuses house a diversity of spaces, including teaching and learning environments, cutting edge research facilities, two chapels, cafes and restaurants, gyms and student residences. The Estates & Facilities team employs more than 800 people with a vast range of expertise and skills, operating and maintaining facilities and providing services to ensure King’s remains one of the world’s top universities. • Details of our Strategic Vision 2029 can be viewed at: https://www.kcl.ac.uk/aboutkings/strategy • Details about our philosophy can be viewed at: https://www.kcl.ac.uk/aboutkings/orgstructure/ps/ estates/ef-philosophy-booklet-current.pdf • Background to estates and facilities including an introduction from our Director of Estates, Nick O’Donnell can be viewed at: https://www.kcl.ac.uk/aboutkings/orgstructure/ps/estates/about-us

Job Description

Kings Residences is responsible for the management of over 5400 bedspaces with a strategy to increase the portfolio over the next few years whilst also looking to diversify our offering. We are being looked to support the colleges continuing efforts to recruit our students on different academic journeys and be able to provide models which is in alignment with their offering. The System Administrator will support the Allocation and System Manager with implementing an annual allocation and price strategy aimed at maximising occupancy across the portfolio and deliver on student rooms allocation expectations. • Assisting the Allocations and System Manager building new pathways into the in-house Residential Management System (Mercury), testing, and reporting any issues before launching. • Be system super user, working closely with suppliers and driving IT to deliver fit for purpose system support. • Be accountable for the management of the reservations system and processes for our residences, including online positioning and overall student experience. • Troubleshoot system issues which are impacting the student journey. These can be minor to complex and can take time to investigate and resolve. This post will be offered on a full-time, indefinite contract.

Key Responsibilities • Ability to show extensive use of RMS Mercury. • Experience of developing features/functions on Mercury to support Residences.

• Ability to support the System and Allocations Manager in developing the accommodation system (RMS Mercury) in order to deliver a consistent high quality, customer focused service. • Experience of working with users to review processes and procedures and recommend changes to improve the efficiency and effectiveness of Mercury. • To fully document Mercury by developing an Operations Manual which is continually reviewed and updated as required. • To work with the Systems and Allocations Manager in fully testing new updates/features/ improvements on Mercury before releasing to end users. • Ensure Mercury supports the delivery of maximising occupancy of Kings Residences bedspaces and provides a seamless booking experience for students.

• Create and maintain a strong working relationship with other internal departments. • Liaise with Finance to ensure Mercury generates accurate and timely rent and debt records. • Liaise with IT when new updates/updates available for Mercury to ensure successfully updated. • Take ownership and accountability for work to ensure that it is dealt with efficiently. • Strong analytical skills with a particular eye to detail and the ability to solve problems using own initiative, document resolutions whilst prioritizing and assessing user impact. • Experience of planning and training staff on new features/improvements on Mercury to develop skills and knowledge. • Support the Systems and Allocations Manager on preparing reports to support decisions to be presented to senior management. • To ensure the service centre team are aware of system/business processes developments/ changes. • Experience of working in a fast-paced office environment. • To ensure that procedures are accurately and consistently implemented, and to maintain confidentiality regarding personal information always and that any >Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10 Page 11 Page 12

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