Conference & Bookings Administrator

CONFERENCE &
BOOKINGS
ADMINISTRATOR

Application Pack

January 2026

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Introduction

Thank  you  for  your  interest  in  the  position  of  Conference  &  Bookings  Administrator  at  Ripon  College
Cuddesdon. We  hope  the  information  in  this document  offers  a  sense  of the  vibrant  community  life  and the
transformative work taking place at the College. This is a key leadership role, and we are looking for a candidate
who  can  contribute  to  the  strategic  growth  of  the  College  while  ensuring  the  effective  delivery  of  its  daily
operations.

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.  Nestled in  the  Oxfordshire  countryside  just  outside  the  city of
Oxford,  the  College  is  home  to  a  diverse,  inclusive,  and  worship-centred  community  that  brings  together
theological learning, spiritual formation, and residential life.

The  College  trains  both  full-time  and  part-time  ordinands  from  across  the  Church  of  England  and  beyond,
alongside independent students and those pursuing postgraduate study. It also plays a wider role in the Church’s
educational  and  missional  life,  offering  programmes  in  contextual  theology  and  lay  ministry,  as  well  as
contributing to public theological engagement.

Our campus is shared with a number of institutions and pathways, and the site is in regular use for conferences,
retreats, and events throughout the year. Our hospitality work is an important part of the College’s identity and
sustainability, offering a space of welcome and reflection for a broad range of groups and guests.

As we look to the future, the College is committed to growing its reach and impact — both through theological
education and through developing our site and services to serve the wider Church and community.

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

The Role

This  is  a  key  role  within  the  Hospitality  team,  responsible  for  overseeing  and  administering  enquiries  and
bookings for the College’s buildings. The postholder will provide a welcoming on-site presence and act as a key
point of contact for conferences, students, and other users and visitors.

As a member of the Hospitality team, the postholder will support the work of the Business Manager across all
aspects of Cuddesdon’s activities, helping to enable the smooth, friendly and efficient operation of a small but
complex organisation in which the contribution of each team member is valued and appreciated.

Key Responsibilities

1. Conference, events and guest stays

•

Take  and  coordinate  bookings  for  all  meeting  rooms  and  accommodation,  including  College/student-
related bookings and those from external groups.

•  Receive and manage conference enquiries, including:

o  meeting with prospective clients

o  establishing requirements

o

issuing quotations and booking forms

o  managing correspondence

o  allocating rooms

o  supporting the invoicing process

•  Assist with marketing, promotion and communication of conference activity.

•

Input  all  bookings  into  the  College  booking  system  and  ensure  all  data  is  accurate  and  up  to  date,
including dietary requirements and any mobility/disability requirements.

•  Attend as necessary to greet guests and issue keys.

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•  Liaise  with  colleagues  (including  Catering  and  Housekeeping)  to  ensure  the  best  possible  service  to

students, visitors and external groups.

•  Maintain and update public/internal calendars with all bookings and events.

•  Notify guests/conference users of deposit requirements and liaise with the College Accountant to issue

invoices for full payment. Issue invoices as arranged with the College Accountant.

•  Assist with Reception and general office functions.

•  Ensure AV and other equipment in meeting rooms is set up correctly and in good working order, and assist
guests and staff to access and use the AV system as required. Provide basic troubleshooting support and
escalate issues where necessary.

•  Ensure laptops in meeting rooms are in working order and that power cables and adapters are available

as required.

•  Liaise with the Facilities Assistant to maintain clear and simple instructions/signage for meeting room AV

equipment, supporting user access and reducing disruption.

•  Ensure lapel microphones have working batteries, and that spare batteries are available in each lectern.

•  Regularly  review  booking  procedures  and  contribute  to  improvements  that  increase  productivity,

consistency and efficiency.

•  Carry  out  any  other  duties,  administrative  tasks  or  operational  support  as reasonably  directed by  the
Bursar  and Deputy Bursar,  including contributing to  specific projects and providing cover during busy
periods, as required.

•  Handle  booking  and  guest  information  appropriately,  maintaining  confidentiality  and  complying  with

data protection requirements (GDPR) and College policies.

.2. Pricing and Financial Administration

•  Ensure  correct  and  consistent  application  of  conference,  accommodation  and  meeting  room  pricing

across quotes, confirmations and invoices.

•  Review and update conference and accommodation pricing structures in consultation with the Business
Manager  and  College  Accountant,  ensuring  changes  are  accurately  reflected  in  relevant  templates,
booking documentation and systems, including but not limited to the Conference Pricing Booklet.

•

Take payments and accurately record them in relevant systems.

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

requirements.

3. Working Pattern & Flexibility (Evenings/Weekends/TOIL)

Standard working pattern

The standard working pattern for this role is Monday to Friday, 08:30–17:00 (with one hour unpaid lunch break).
However, due to the nature of the College’s hospitality, retreats and conferences, flexibility is required.

The  postholder  will  therefore  be  expected  to  work  outside  standard  hours  when  operationally  necessary,
including:

•  working late on some evenings, particularly:

o  when a new group is arriving or checking in late

o  during busy operational weekends, including Cross-Pathways weekends

o  where  additional  presence  is  needed  to  ensure  safe  access,  effective  communication  and  a

positive guest experience

•  working occasional Saturday mornings, particularly during busy weekends

Flexible hours / Time Off in Lieu (TOIL)

Where additional  hours  are  worked, the  College  aims  to  apply flexibility  fairly  and  proportionately,  subject  to
operational requirements. This may include:

•  starting later on the day / following day, where feasible, and/or

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•

taking additional time as TOIL (time off in lieu), normally within the following week and, where possible,
the following Monday, by agreement with the line manager.

Out of Hours Phone Duty

The postholder is required to participate in the College’s Out of Hours support rota. This includes holding the Out
of Hours phone approximately one week per month, from Friday evening (end of business day) to the following
Friday morning (start of business day), and over the December and Easter shutdown period once every three
years.

•  When  holding  the  Out  of  Hours  phone,  the  postholder  may  also  be  required  to  attend  site  to  resolve
issues where necessary and appropriate. TOIL will be provided in line with the Out of Hours Phone Policy.

The details of this duty are set out in the College’s Out of Hours Phone Policy.

Person Specification

Criteria

Essential

Desirable

Qualifications

Good basic education including English
and Maths.

Relevant qualification within the hotel or
events sector, or higher education degree.

Knowledge and
Experience

•  Experience of conference and events

•  Experience of communications,

management.

particularly in relation to social media.

•  Experience of working in a customer-

•  Experience of organising retreats and

facing environment.

events.

Skills and
Competencies

•  Excellent planning, organisational
and project management skills.

•  Experience using databases and/or

booking systems.

•  Clear, concise and effective

•  Familiarity with social media tools.

communication with staff, students
and visitors.

•  Excellent customer service skills.
•  A self-starter who takes ownership of
responsibilities and is able to manage
a busy and varied conferencing
workload confidently, proactively
prioritising tasks to ensure smooth
delivery even under pressure and with
competing deadlines.

•  Highly reliable and conscientious,

with a strong sense of accountability
and the ability to manage
responsibilities independently,
ensuring consistent delivery of work
to a high standard.

•  Demonstrates initiative, identifies

opportunities for improvement, and
follows tasks through to completion
with minimal supervision.

•  Excellent IT skills.

Job-specific skills
and aptitudes

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Personal Attributes

•  Strong problem-solving ability, with a

calm, flexible, friendly and
professional approach.

•  Good people skills.
•  Ability to work independently with

minimal supervision.
•  Calm under pressure.
•  Friendly and approachable attitude.
•  Sympathy with the ethos, values and

objectives of Cuddesdon

Personal Attributes

•  Willingness to work

evenings/weekends where
operationally necessary and flexibly
in line with conference requirements.

•  Will need to have a level of flexibility

and be able to participate in Out of
Hours phone rota, including holiday
cover where required.

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: 37.5 hours per week, Monday–Friday 08:30–17:00 (1 hour unpaid lunch), with flexibility for
evening/weekend working.

Flexibility: Evening/weekend working may be required, with TOIL/flexible start times by agreement.

Out of Hours: Rota participation

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

Holiday: 25 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: Lunches are available to staff during term time when the College kitchens are open

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.

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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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