Part-time Events and Catering Coordinator

The Events and Catering Co-ordinator will facilitate the coordination of the company’s calendar of events and will assist with delivery and record keeping of catering and event services (external and internal) alongside the Events and Catering Teams.

This role will also involve providing administrative support to internal and external dinners, working closely within the catering and events team. Reporting to, and working closely with, the Head of Catering, youwill ensure the timely and effective processing of information relating to event and catering operations, from initial point of enquiry to final invoicing. They will work as part of a team to ensure that the College provides a consistently excellent standard of catering and hospitality service.

Working hours are 20 hours per week, ideally worked over 5 days, Monday – Friday, including very occasional evening and weekend work, for which time overtime is paid. Flexibility towards the desired hours can be discussed at interview.

Holiday - Pro-rata of 38 days per annum (including Bank Holidays and closure days). Some holiday must be taken during closure periods in August-September and December.

Key responsibilities may include:

· Provide administrative support for the Kitchen and Front of House and Events teams; producing and printing menus, signage, responding to emails and carrying out administrative projects and arrangements as required

· Assist in administration required for internal and external events

· Carry out show rounds of the facilities and have detailed information to hand to answer questions

· Handle enquiries and room bookings

· Work collaboratively with the Catering team, ensuring the effective communication of all details relating to events involving hospitality

· Liaise with relevant departments over bookings, timings, diet plans, IT, AV and all other details of events

· Process enquiries (external and Internal). To prepare quotations for events, follow up to the point of confirmation, billing and feedback

· Assist in producing and maintaining of sources of information on the website/intranet and in publications

· Supporting the Head Chef and Food and Beverage Manager with the admin associated with stock taking of the college kitchen, pantry, wine cellar and bar. This will consist of inputting data and ensuring it is all up to date

· Customer focused approach to all events and conferences, including initial response to any queries

Other Responsibilities:

· Provide day-to-day administrative and operational support across catering systems and databases, including maintaining records, processing updates, producing reports, supporting till and booking system operations, and assisting with general system coordination and issue resolution.

· Comply with the college’s policies and procedures including Health and Safety policies.

· The position may require the post holder to work outside normal office hours from time to time.

· Assisting the Food and Beverage Manager and Head Chef with coordinating payroll documentation for all catering departments, including casual and agency workers into HR system and other admin tasks

· Occasionally working across departments for supporting other teams within reason

· Carry out other tasks as reasonably requested by the Head of Catering and Events Manager, which could include projects and event planning for other departments.

Person Specification

Essential

· Sound administrative and organisational experience, particularly within conferences and events is preferable

· Proven ability to accept responsibility and the self-motivation to see a project through to completion

· Excellent written and interpersonal skills

· Meticulously accurate worker with good attention to detail

· Understanding and experience of catering

· Ability to work independently and flexibly as a member of a small team

· Ability to work under pressure

· Effective communicator and problem solver

· Flexible and able to work occasional evenings and weekends

· IT literacy including Microsoft Office

· Good experience with Excel and spreadsheets

Desirable

· Experience of Perfect Table Plan, Mercury, Zoom, and other event platforms

· A background in hospitality or the events industry

· Flexible and able to work occasional evenings and weekends

· Knowledge of Social Media

· Experience using AI platforms

· Experience with minute taking

INDL