Job Description. University of Bristol students creating a world class student life for themselves

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1 Job Description Job title: Purpose of the post: Lettings Assistant Bristol SU Lettings is operated by the Students Union with the key aim of improving the student eperience when it comes to housing. It offers a free agency service to its students, offering support and guidance through what can be a daunting eperience. The role of Lettings Assistant is to act as the first point of contact for initial queries to the Bristol SU Lettings Agency and undertaking front line services to students. The lettings service we provide is student focused and the emphasis on high levels of service is key. Main duties and responsibilities: 1 Provide efficient administrative support and a professional lettings service to landlords and tenants. Deal with enquiries by phone, and in our campus based office. Undertake basic Lettings admin to include: i) register tenant applications. ii) update the centralised software system iii) match applicants to suitable properties. iv) booking valuations of new properties v) agree terms between tenants and landlords. vi) issue offer confirmation letters to new tenants and landlords. Book and carry out viewings to include: arranging access with current residents, accompanying the viewing and ensuring the property is secure after the viewing. Gain feedback for landlords from potential tenants during the marketing of the property. Adhering to the ARLA code of practice. As this is a small business you will also be required to assist/cover for the Lettings Coordinator with their duties as and when needed including: processing tenancy applications, producing lettings memos, using the lettings software to ensure records are fully up to date, supporting our accounting process. 2 Health and Safety Management To comply with all Bristol SU Health and Safety guidelines To take personal responsibility for Health and Safety of yourself and those around you To undertake Health & Safety training and attend meetings as required by Bristol SU. 3 Other Attend weekly organisation team briefings, departmental team meetings, monthly organisational development sessions and other such meetings to promote inter department communications, development of new ideas and success sharing. To adhere to, and to comply with Bristol SU s policies and procedures as detailed in the Staff Handbook. Undertake such other tasks as may be necessary in order to achieve the vision, mission and values of Bristol SU, as directed. Promote the vision, mission and values of Bristol SU through your interactions with internal and eternal stakeholders throughout your daily working routine. Contribute to relevant focus groups and Bristol SU and University of Bristol committees as required. Attend conferences and seminars that are of benefit to the Bristol SU as required.

2 Training and Professional Development Bristol SU has achieved the Investors in People standard and considers professional development as key to the success of the individual within the organisation and for future career development. All staff are offered regular professional development through team briefings, organisation development sessions and in-house training. Each staff member takes part in the annual performance assessment review (PAR) and develops a personal development plan. It is epected that the post-holder will be offered the opportunity to participate in additional opportunities and training that is relevant to their duties. Bristol SU have achieved the Investors in Diversity (IiD) accreditation. The aim of IiD is 'to support and enable organisations to adopt, develop and benchmark practices which promote inclusion, equality, diversity and achievement'. It requires and encourages staff at all levels to actively participate in promoting equality, diversity and inclusion (EDI) within the organisation. Notes The nature of the post will, at times, require additional commitment over and above normal office hours. Payment for these hours is incorporated in the salary offered. This job description does not form part of a contract of employment.

3 Person Specification Job title: Lettings Assistant Bristol SU has a behavioural Competency Framework (appendi 1) which all employees use throughout their employment at Bristol SU. The person specification is created around elements of this framework alongside job specific requirements. Essential Desirable Tested at interview Tested at application Qualifications ARLA or NFOPP Full, clean driving licence and own car. Eperience Estate Agency or Lettings Agency eperience Eperience in a customer service focused role Eperience with Epert Agent software Knowledge Good knowledge of the local area (e.g. Clifton, Redland, Cotham etc.) Good market knowledge Skills and Abilities Ecellent communication skills Positive, personable and enthusiastic attitude Ecellent organisational skills Customer service focused Motivated and able to work under pressure Ecellent client liaison skills Ecellent attention to detail Ecellent IT skills including knowledge of Microsoft packages. Personal Attributes Evidence of commitment to Bristol SU values: Equality and Diversity Collaboration Representation Sustainability Fun Demonstrates a positive attitude, professionalism, passion and energy. Demonstrates integrity, fairness and consistency in all working practices. Motivated and commitment to continuous improvement.

4 Other details Responsible to: Responsible for: Strategic relationships: Hours of work: Lettings Manager Hourly paid staff or volunteers, as appointed from time to time. Students, staff at Bristol SU, landlords 35 hours per week, plus additional hours as necessary. Fleibility is required and there will be an epectation of longer hours during term time (especially October). We will consider requests for fleible working including job share. Holiday: Probationary period: Salary: 25 days per year plus bank holidays and university closure days. The majority of holiday is taken out of term time. This will be pro-rated for part-time workers. All posts are subject to at least a 6 month probationary period. Reviews are held regularly during this period. 16,728 per annum Closing date: 13 th June 2016 Informal Enquiries to: 12noon on 13 th July 2016 Applications: Interview date: Please apply via the link on our website. TBC

5 Appendi 1 - Competency Framework Introduction Bristol SU recognises that its employees are its most valuable resource and that the high performance of employees is critical to the continued success of the organisation. Bristol SU needs to ensure all employees can demonstrate sufficient epertise to encourage consistently high performance. The competency framework is a tool designed to help employees recognise their strengths and identify any skills gaps. Individual s responses to the competency framework will feed into an overall learning and development plan for employees, ensuring people are given the opportunity for continuous improvement. The Bristol SU competencies are: Student Focus: Personal Effectiveness: Planning and Decision Making: Equality, Diversity and Inclusivity: Continuous Improvement: Communication: Organisation and Sector Awareness: Strategic Planning and Perspective: People and Team Management: understands that Bristol SU eists for our members. consistently roles models high standards and good practice and ensures our values underpin all work. demonstrates good organisational skills and the ability to incorporate the vision of Bristol SU into all decisions. recognises and celebrates the importance of equality, diversity and inclusivity. commitment to continuously develop and improve professionally and personally, always striving for ecellence. communicates clear, consistent and appropriate messages to a range of people. appreciates and understands the sector in which Bristol SU operates. understanding of the long-term objectives of Bristol SU. actively leads, promoting Bristol SU s values and creating a positive working environment for all.

6 Staff should rate where they see themselves against each competency, include comments to support your choice in rating and suggestions for how this could be developed in the table below. Ratings should be completed using the following scale: Key: 1 Regularly eceeds epectations 3 Satisfactory performance 2 Consistently meets epectations 4 Needs improvement and development Competency Area of strength Comments/evidence How can you develop this? Student Focus Seeks to actively improve and problem solve issues to enhance the Bristol SU student eperience. e.g. X Understands a student led democracy and supports this infrastructure. e.g. I work with students on a daily basis to support their queries around club and society finances. Most of this is reactive rather than proactive. e.g. gain a better understanding of what students feel about the process in order to aid improvements. Collaborative working with Student Services. Personal Effectiveness Responds positively and effectively to a constantly changing environment, including the implementation of new ways of working, in a professional and positive manner. Works positively and collaboratively with others. Actively engages in team work and looks for ways to cross-pollinate learning and best practice across Bristol SU and further afield. Planning and Decision Making Timely delivery of both personal objectives and problem-solving action plans ensuring consideration is given to organisational risk and impact.

7 Actively listens, values and incorporates others ideas and opinions into strategic and operational planning. Equality, Diversity and Inclusivity Recognises the diversity of our student body and encourages the involvement of underrepresented groups. Takes positive action to remove barriers, promote diversity and inclusivity. Challenges and reports incidents of discrimination where necessary. Continuous Improvement Sets and commits to challenging objectives, motivating self and supporting others to achieve innovative, creative and high quality results. Takes responsibility for own personal development and actively seek opportunities for self-improvement. Communication Communicates clearly, confidently and comprehensively using a range of media and channels. Networks with people within the sector to build communities and strong working relationships. Organisation and Sector Awareness Champions Bristol SU and acts as a positive ambassador representing students and our values.

8 Recognises the role of the elected student officers and supports this where possible. Strategic Planning and Perspective People and Team Management Takes responsibility and ownership for turning ideas into actions with workable and tangible operational planning. Using the performance framework, ensure all work is in line with the short, medium and long term goals of Bristol SU. Manages performance and achievement, coaching and leading others to develop their full potential. Understands and adapts leadership style to meet the needs of individuals and the situation, ensuring fair treatment. Builds relationships between team members in a cooperative and effective manner. Gives appropriate levels of autonomy to allow individuals to eercise their own judgement inspiring enthusiasm, energy, creativity and innovation and creating a culture in which others can shine.