Conference & Bookings Administrator

CONFERENCE &
BOOKINGS
ADMINISTRATOR

Application Pack

February 2026

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Introduction

Thank you for your interest in the position of Conference & Bookings Administrator at Ripon College Cuddesdon.
This is an important administrative role within a small and supportive Hospitality team. The postholder will help
ensure  that  bookings,  guest  stays  and  conferences  are  organised  efficiently  and  delivered  with  care,
professionalism and attention to detail.

We  are  looking  for  someone  who  is  organised,  calm  and  attentive  to  detail  —  someone  who  enjoys  working
collaboratively in a small team where flexibility and mutual support are part of everyday working life.

A Profile of Ripon College Cuddesdon

Founded in 1854 by Bishop Samuel Wilberforce, Ripon College Cuddesdon is one of the Church of England’s
principal institutions for ministerial formation. Located in the Oxfordshire countryside just outside Oxford, the
College brings together theological learning, spiritual formation and residential community life.

The College trains full-time and part-time ordinands from across the Church of England and beyond, alongside
independent and postgraduate students. It also contributes to the Church’s wider educational and missional
work through contextual theology, lay ministry training and public engagement.

Alongside its academic and formational work, the College site is used regularly for conferences, retreats and
events. The effective and welcoming use of our buildings supports both the life of the College and its long-term
sustainability.

For further information, please visit: www.rcc.ac.uk

The Role

This  role  sits  within  the  Hospitality  team  and  reports  to  the  Business  Manager.  The  Conference  &  Bookings
Administrator plays a central role in managing enquiries and bookings for College rooms and accommodation,
supporting conference guests and visitors, and ensuring that systems and communications are accurate and up
to date.

As part of a small organisation, the postholder will work closely with colleagues across Catering, Housekeeping,
Finance and Estates. Flexibility, teamwork and a willingness to contribute to the wider work of the College are
essential.

While primarily administrative, the role contributes to the effective and sustainable use of the College site by
ensuring bookings are handled efficiently and professionally.

Key Responsibilities

1. Conference, Events and Guest Administration

•  Act as the first point of contact for conference and accommodation enquiries, responding in a timely,

professional and welcoming manner.

•  Prepare  quotations,  booking  confirmations  and  related  correspondence  in  line  with  agreed  pricing

structures and College procedures.

•  Maintain accurate records within the College booking system and ensure calendars are up to date.

•  Coordinate  room  allocations  and  communicate  booking  requirements  clearly

to  Catering,

Housekeeping, Facilities and Finance colleagues.

•  Provide a welcoming on-site presence for conference groups and visitors, including greeting guests and

facilitating access to rooms and accommodation where required.

•  Support the smooth practical delivery of events, including basic checks of meeting rooms and equipment

and assisting with minor troubleshooting where appropriate.

•  Ensure  booking  information,  including  dietary  and  access  requirements,  is  recorded  accurately  and

handled confidentially in line with GDPR and College policies.

(Detailed operational procedures will be provided separately.)

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2. Financial and Pricing Administration

•  Apply  agreed  conference  and  accommodation  pricing  structures  consistently  across  quotations,

confirmations and invoices.

•  Liaise with the College Accountant regarding deposits, invoicing and payments.

•  Maintain  accurate  booking  and  financial  records  to  support  reconciliation,  reporting  and  audit

requirements.

•  Contribute  to  periodic  reviews  of  pricing,  templates  and  documentation  in  consultation  with  the

Business Manager.

3. Team Contribution and Flexibility

•  Work  collaboratively  within  a  small  Hospitality  team,  supporting  colleagues  during  busy  periods  and

contributing to a positive working environment.

•  Demonstrate flexibility where occasional evening or weekend working is operationally required, with TOIL

applied by agreement.

•  Participate in the College’s Out of Hours support rota in line with College policy.

•  Contribute to the wider administrative and operational work of the College as required, recognising the

collaborative nature of a small organisation.

Working Pattern & Flexibility

Standard hours
The normal working hours for this role are Monday to Friday, 08:30–16:30 (35 hours per week, with one hour
unpaid lunch break).

Flexibility
Due to the nature of conferences, retreats and residential activity, occasional evening and weekend working will
be required. This may include supporting group arrivals, busy operational weekends or key College events.

Time Off in Lieu (TOIL) is given where additional hours are worked; flexibility in how this is taken will normally be
agreed with the line manager.

Out of Hours rota
The postholder will participate in the College’s Out of Hours support rota (approximately one week per month),
in line with College policy. This may occasionally require attendance on site where appropriate.

Optional accommodation
On-site accommodation may be available by separate agreement, linked to the undertaking of additional out-
of-hours responsibilities (approximately 5 hours per week).

Applicants who may be interested in such an arrangement are invited to indicate this in their application so that
it can be discussed further if appropriate.

Person Specification

Criteria

Essential

Desirable

Qualifications

•  Good basic education including

•  Relevant qualification or training in

English and Maths.

hospitality, events, administration or a
related field.

Knowledge and
Experience

•  Experience of working in an

•  Experience working in a hospitality,

administrative or customer-facing
role.

conference or higher education setting.

•  Experience supporting financial
administration (e.g. invoices,
payments, reconciliation).

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•  Experience of coordinating events,

•  Familiarity with basic AV or meeting

room set-up.

•  Awareness of pricing structures or
commercial considerations in a
hospitality context.

•  Familiarity with social media or
marketing communications.

Skills and
Competencies

Personal Attributes

bookings or comparable
organisational activity.

•  Experience using databases, booking
systems or similar IT platforms.

•  Strong organisational skills and ability

to manage a varied workload.
•  Clear and professional written and

verbal communication.

•  Excellent attention to detail and

accuracy.

•  Ability to prioritise effectively and
remain calm under pressure.
•  Confident IT skills, including

Microsoft Office.

•  A welcoming and courteous
approach when working with
students, staff and visitors.
•  Collaborative and supportive in a

small team environment.

•  Reliable and conscientious, with a
strong sense of responsibility.

•  Flexible and willing to work

occasional evenings or weekends
when required.

•  Sympathetic to the ethos, values and

objectives of Ripon College
Cuddesdon

Summary Terms & Conditions

Job Title: Conferencing & Bookings Administrator

Reports to: Business Manager

Location: Ripon College Cuddesdon, OX44 9EX

Contract Type: Permanent, subject to satisfactory completion of a six-month probation period

Hours: 35 hours per week, Monday–Friday 08:30–16:30 (1 hour unpaid lunch), with flexibility for occasional
evening/weekend working.

Out of Hours: Participation in the College Out of Hours support rota (approximately one week per month), in
line with College policy

Salary: £29,400 to £30,870 (dependent on experience)

Holiday: 30 days plus 8 bank holidays.

Pension: Eligible for membership of a Church of England Pension Scheme. The College contributes 6.5% of
basic pay, with a minimum 1.5% employee contribution. The College also contributes 0.5% for life insurance
cover

Meals: Free lunches are available to staff during term time when the College kitchens are open.

The College reserves the right to vary duties and responsibilities in line with the evolving needs of the
organisation.

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Safeguarding

Ripon College Cuddesdon is committed to safeguarding and ensuring the welfare of children and adults. This is
a  shared  responsibility  for  all  staff.  The  suitability  of  all  prospective  employees  will  be  assessed  during  the
recruitment process in line with this commitment.

We have safeguarding policies in place that all staff are expected to read during induction and stay up to date
with any policy changes throughout their employment or volunteering experience. Regular safeguarding training
is provided to ensure all staff understand their responsibilities and comply with best practices in safeguarding
and welfare.

Application Process

Applications should include:

•  A covering letter explaining your interest in the role and how your experience, qualifications, and

aptitudes align with the Job Description and Person Specification

•  A full CV

•  A completed application form

•

The Equal Opportunities Monitoring Form

Completed applications should be addressed to the Deputy Bursar, Miss Jo-Ann Fitz, and sent to:

Email: jo.fitz@rcc.ac.uk
Postal: Ripon College Cuddesdon, Oxford OX44 9EX

The closing date for applications is 12 noon on Friday 20 February 2026
Interviews will take place at Cuddesdon on 26 & 27 February 2026

Selection Process

•  Shortlisted candidates will be invited for an interview at Ripon College Cuddesdon
•  References will be requested prior to final appointment
•  Candidates will be required to provide evidence of the right to work in the UK
•  Please note that the College is not licensed to sponsor visa applications

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