The Brighton Festival Society Limited

The Brighton Festival Society Limited

Brighton Dome & Festival Limited

JOB DESCRIPTION

Job Title:Assistant Bars Manager

Reports to:Bars Manager

Direct reports:Bars Duty Manager (part time and zero hours)

Bars Supervisors (zero hours)

Bar Staff (zero hours)

Job Purpose:

  • To assist the Bars Manager in the operational planning and day to day running of the Bars Department.
  • To work with the Bars Manager and Director of Operations on the planning and delivery of new bars and catering outlets
  • To line manage the Duty managers and zero hours bars team
  • To act as Bars Duty Manager during programmed events.

Principal Accountabilities:

Staff Management

  1. Line manager to the Bars Duty Managers, Supervisors and Bar Staff. Lead, direct, motivate and support the team to ensure that all duties are carried out efficiently and cost effectively. Encourage staff to deliver excellent customer service and maximise sales.
  2. Proactively manage staff performance by carrying out regular appraisals and one-to-ones.
  3. Generate the rotas for Casual Bars Staff monthly, ensuring staffing levels are within agreed operational and financial parameters.
  4. Ensure that staff timesheets are completed, coded and processed in line with BDBF policy and budgets. Ensure that casual staff absences are appropriately recorded and followed up.
  5. In conjunction with the Bars Manager recruit and train staff as required, taking the lead in the administration of these tasks.

Operational

  1. To work Duty Manager shifts; ensuring that bar areas are prepared and ready for service prior to each event and that the bars operation is running effectively and is fully accessible to all customers at all times.
  2. Attend Operations Meetings and communicate information to relevant staff to ensure that provision is in place for effective delivery. Work closely with the Visitor Services departments to uphold event management strategies, ensuring that any change to Bars & Catering procedures and processes are communicated in advance of events.
  3. Programme and organise repair of the EPOS system as required. Communicate any faults to the Bars Manager and liaise with support providers directly to ensure the tills are in good working order.
  4. Monitor Catering Requests for events, conferences, meetings or artist riders via the Artifax diary system. Complete operational planning to deliver requests. Accurately record and process recharges.
  5. Prepare quotes for colleagues’ and clients’ catering requirements.
  6. Assist the Bars Manager with administration relating to departmental resources, staff and customer liaison.
  7. Use and develop Artifax as a tool for centralising all event related information, proactively managing the systems use within the department.

Finance & Stock Management

  1. Maintain the security of stock and cash at all times. Ensure that stock & cash control procedures are adhered to by staff and supervisors during shifts. Lead on good practice with cash handling and actively monitor staff in their accuracy.
  2. Monitor stock levels and place orders with nominated suppliers for beverage and other bar items in accordance with event requirements and par levels. Follow BDBF purchasing procedures and maintain separation of duties.
  3. Develop systems to enable accurate reporting on the movement of monies and stock.
  4. Work with the Logistics Supervisor to maintain the EPOS Stock Control Module.
  5. Assist the Bars Manager and Logistics Supervisor with stock taking and regular line checks.
  6. Work with colleagues to ensure stock controls are in place and investigate any issues with stock loss as per company procedures.
  7. In the absence of the Cashier provide petty cash and banking cover as required.

Safety, Licensing & Sustainability

  1. Act as a Licensee for BDBF, deputising for the DPS in their absence. Hold a personal Licence and maintain the Bars license conditions.
  2. Work closely with other operational Managers to ensure that events are run in line with our premises license and other safety standards are upheld in relation to the safe management, set up and operation of the venues.
  3. Ensure compliance with legislation around Food Hygiene and guidance from EHO. Promote and monitor good food hygiene and housekeeping practices.
  4. Alongside the Logistics supervisor manage the repair and maintenance of Bars and Kitchen equipment and ensure that all catering areas are cleaned and maintained as required to meet H&S standards.
  5. Under the direction of the Bars Manager, ensure that the health, safety and wellbeing of staff and visitors is prioritised within the Bars operation, developing risk assessments and safe systems of work as required.
  6. Undertake accident and incident investigations as required and ensure that all accidents, incidents, near misses, alarm activations, equipment and building faults are reported and rectified in line with BDBF policy.
  7. Highlight any health and safety concerns in writing to the Bars Manager in the case that you cannot immediately rectify them.
  8. Direct staff to follow BDBF’s recycling policy during shifts. Attend ‘Green Team’ meetings and actively seek ways to reduce waste, increase recycling levels and reduce energy use within the Bars department.
  9. To work with the Building User Group to ensure the department contributes to a tidy, clean and safe working environment for all.

General

  1. Maintain effective communication with the department and wider teams through attendance at departmental, operations and all staff meetings communicating information to and from the zero hours team as appropriate.
  2. Deputise for the Bars manager and cashier in their absence.
  3. Be available out of hours to respond to emergencies and arrange cover.
  4. Any other tasks as may reasonably be expected.

Dimension of the Organisation:

  • No of event days per year: 600
  • No of full time personnel:90
  • No of casual staff: 200
  • Annual turnover: £7million

Dimensions of Bars & Catering Department:

  • Turnover £725k
  • Purchasing budget £215k
  • No. of Casual Staff – up to 50
  • Dome Foyer and Mezzanine Bars (serves 1800 seat Concert Hall)
  • Dome Foyer Café Bar (serves most Concert Hall and Foyer events)
  • Corn Exchange mobile bar – currently in redevelopment (serves 1150 capacity standing gigs, plus dinner dances for up to 350 pax)
  • Studio Theatre Bars – currently in redevelopment (serves 200 seat Studio Theatre)
  • Backstage catering and hospitality
  • Internal meetings and receptions
  • Working alongside external catering contractors
  • Ad hoc bars and catering for external venues

POSITION IN ORGANISATION:

PERSON SPECIFICATION: Assistant Bars Manager

You will be a confident and experienced Bars professional who combines excellent people management skills with substantial experience of running bars, including cash and stock control. You’ll be enthusiastic and able to motivate a large team of staff to deliver high standards of customer service. You will create a positive and productive environment in our historic and vibrant venue where bars requirements change in line with the varied programme of events.

Essential Criteria

  • Proven experience in managing or supervising a busy and complex bars operation, preferably in an arts and entertainment venue.
  • Demonstrable experience in leading teams and dealing with personnel issues
  • Experience of complex staff rostering and venue logistics
  • Knowledge of licensed trade, product ranges, markets and laws.
  • Experience in cellar management
  • Experience of stock and cash control procedures.
  • Demonstrable experience delivering excellent front line customer service
  • Excellent all round communication & people skills
  • Good literacy and numeracy, organisational and office skills
  • Time Management and prioritisation skills with the ability to work effectively under pressure
  • Willingness to work regular evenings and weekends as part of a rota with Bars Duty Managers
  • Able to work with a wide range of people and to adapt to constantly changing customer demographics and demands

Desirable Criteria

  • Personal License Holder
  • First Aid Training
  • Health & Safety Training (e.g. IOSH / Risk Assessment / Fire Safety / Food Hygiene)
  • Knowledge of Health and Safety legislation.
  • Experience working with EPOS systems and stock control applications
  • Experience in change management /planning and opening a new catering outlet
  • Awareness /experience of the Equalities Act
  • An interest in the Arts

OUTLINE TERMS AND CONDITIONS

Hours:148 hours over a 4-week period with access to TOIL

Contract Term: Permanent, subject to 6 months’ probation period

Salary:£23,500 per annum

Pension:Access to BDFL auto enrolment pension scheme

Holidays:20 days per annum + Bank Holidays pro rated

Notice Period:1 month

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