Job Title: / Events & Catering Administrator
Grade: / NJC Grade C
Hours of Work: / 17.5 Hours per week, 43 weeks per year
Responsible To: / ESW Events & Catering Manager
Revision: / 1.0 – September 2017

This job is not a comprehensive definition of the post. Discussions will take place on a regular basis to clarify individual responsibilities within the general framework and character of the post as identified below:

Responsible to include:

Administrative support for the Trusts Leisure, Recreational and Functions Operation

  • Receive initial enquiries from customers and liaise with the Events and Catering Manager and the Marketing and Events Coordinator as required
  • Support the Events and Catering Manager and the Market and Events Coordinator as required, including attending and assisting at events
  • Raising of contracts with respect to the use of Trusts facilities and follow up/renewal of business at the contract end date
  • Ensuring as appropriate that safeguarding and health and safety requirements are documented
  • Management of online booking systems, ensuring no conflict of facility use by the schools and the public
  • Liaison with school bases Site staff with respect to use of facilities/changes to arrangements
  • Tracking customers use of facilities/events to inform the Finance department with respect to billing
  • Amendments to bookings throughout the course of the contract and updating all relevant staff
  • Following up customers, as advise by Finance, who have outstanding bills

Administrative support for the Trusts Catering Operation

  • Support of E&C manager in the compilation of daily sales information
  • Maintaining food suppliers costs lists
  • Update of food labelling (including allergen info) and ordering printing from ILS
  • Support E&C manager in maintenance of Health & Safety records/risk assessments/Food Hygiene & staff training
  • Maintaining stock taking spreadsheets for catering teams
  • Placing catering equipment orders for teams across the trust with a central order system

General

  • This role will be based from Kingsbridge Community College, Kingsbridge. You will however be expected to travel to any of the schools in the Trust
  • You must have a full UK driving license and be willing to use your own car (the Trust will insure your car with respect to business use) to execute your job; you will be able to claim mileage
  • Participation as required in project initiatives with the whole Shared Services team; participation in the implementation of cross-functional projects and initiatives being undertaken in the Shared Services function
  • To be responsible for your own continuing self-development, undertaking training as appropriate

Expectations

  1. As appropriate, to the postholder’s duties must be carried out in compliance with the following:
  • Trusts’ Equality Scheme
  • Information Security Policies
  • Financial Regulations
  • Health and Safety at Work Act (1974) (and subsequent Health and Safety legislation)
  1. To work flexibly as required
  2. To maintain confidentiality of the Trust’s affairs
  3. Participate, support and comply with Trust arrangements for responding to emergencies and/or business interruptions
  4. To work at all times within Code of Conduct of the Safeguarding Policy
  5. These duties and responsibilities should be regarded as neither exclusive nor exhaustive as the postholder may be required to undertake other reasonably determined duties and responsibilities, commensurate with the grading of the post, without changing the general character of the post

This job description should be reviewed annually and may be subject to amendment in consultation with the postholder. It is not a comprehensive statement of procedures and tasks but sets out the main expectations of the Trustin relation to the postholder’s professional responsibilities and duties.
Signed:
Chief Executive Officer / Signed:
Postholder
Date: / Date:

Person Specification – Events and Catering Administrator

Essential / Desirable
Skill- Experience / Computer literate, core MS Office suite ( in particular Excel and Word), use of online data systems / Administration in a leisure context / dealing with customers
Data input & collation experience
Experience of working in a busy office environment
Qualifications / GCSE English and Maths, minimum C grades
Qualities / Ownership – a desire and willingness to get the job done and not watch the clock
Strong interpersonal skills / confident telephone manner / sense of humour
A true team player – “that’s not my job” not accepted.

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