Job title:Event Supervisor

Post number:

Reports to:Duty Hospitality Manager

Department:Accommodation and Hospitality

Location:Brighton – Grand Parade/Falmer

Grade:3

Purpose of the role

Under the direction of Campus Hospitality Management teamto assist with the organisation of University events delivered by the Hospitality Service, ensuring a professional, customer focussed service is provided. To be a principal point of client contact before, during and after events and to provide support to the respective campus hospitality management team in the delivery of all other appropriate services.

Line management responsibility for: None

Main areas of responsibility:

  • To provide front of house supervisory duties across all event based areas of the campus hospitality operations and to be the main point of contact for the day to day organisation and delivery of these events. To deal with enquiries and issues from customers/clients and the team and to supervise all staff working on each event, ensuring all services are customer focussed and quality driven.
  • Liaise with external clients and university staff, including the Sallis Benny Theatre, Marketing and Communications and South Coast Conferences teams, in order to organise effectively for events, ensuring sufficient staffing and other resources are available.
  • To keep accurate records of event organisation using a range of IT software appropriate to the needs of the service and its clients.
  • As required by the campus hospitality management team, to provide supervisory support in all other hospitality service areas, in order to deliver an efficient, customer orientated service.
  • To assist with the ordering of stock, processing of invoices, stocktaking and closing of accounts.
  • Assist with the recruitmentof hourly paid stafffor events ensuring staff are trained and developed in order to fulfil their duties efficiently and deliver a customer focused service.
  • Handle cash and operate electronic cash registers in line with departmental policy toensure safe receipt and storage of income and the profitability of the service.
  • Actively participate with the development of the food and beverage service of events and conferencing to improve quality and service.
  • Follow all university guidance, advice and instructions in relation to working practices and use all food preparation and service equipment according to instruction and training; in order to ensure that all services are delivered in accordance with published guidance related to Health and Safety and Food Hygiene in accordance with university policy and procedures.

General responsibilities

  • To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.
  • To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
  • To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge /
  • Good literacy and numeracy skills.
  • Excellent understanding and awareness of customer care and the ability to communicate with customers on a range of matters. Identify and respond appropriately to customers.
  • Able to interpret information, analyse and communicate effectively with staff and students using appropriate methods of communication.
  • Able to identify areas for improvements to current services.
  • Awareness of Equality, Data Protection, Health & Safety and Food Hygiene guidelines
  • Flexible approach to working, learning and responding to the work environment.
  • Promote positive image of the workplace to customers and external clients;
  • Commitment to continuous self-development;
/ A,I
A,I
I
I
A,I
A,I
I
I
Experience /
  • Proven experience of supervising a team effectively
  • Able to participate in a busy shift based hospitality team providing services in multiple locations, occasionally outdoors
  • Previous cash handling experience. Able to undertake cash handling in accordance with university policy and procedures
  • Able to take action relevant to the job without being prompted to solve problems and use own initiative;
  • Apply judgement to determine when to pass on more complex queries.
  • Able to complete tasks ensuring quality, timeliness and accuracy.
  • Planning and prioritising work effectively to achieve desired results within deadlines.
  • Contribute effectively to, and work as part of a team
  • Able to support colleagues, listen and understand the perspectives of others.
  • Identify and respond appropriately to sensitive situations and issues.
/ A,I
A,I
A,I
I
I
I
A,I
A,I
I
I
Technical/Work Based Skills /
  • Good IT skills including Microsoft Word & Excel, email and the internet
  • Able to work extensively with an electronic point of sale cash register , or other portable IT equipment (as needed) and within Health & Safety guidelines
/ A
A
Qualifications /
  • Personal Licence Holder (Essential)
/ A
Other /
  • The role requires the ability to stand behind a bar or move around for periods of time as necessary, and requires lifting and moving objects frequently, using safe procedures to undertake activities.
/ A, I
Desirable /
  • Food hygiene certificate
/ A
  • Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.
  • This is a full time post.
  • Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, is pro-rated for part time employees.

Grades / Basic entitlement per year / Grades / After 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days
Band 10 and above / 30 days / Band 10 and above / 30 days
  • Read the University’s 2016 - 2021 Strategy
  • The University has an attractive range of benefits and you can find more information about them on our website

Date: October 2017