The Events and Catering Coordinator will facilitate the coordination of the College’s calendar of events and will assist with the delivery and record keeping of catering and event services (external and internal) within the College alongside the permanent Events and Conference Co-ordinator.
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, the Events and Catering Co-ordinator will 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.
Key Responsibilities
* Provide administrative support for the Kitchen and Front of House teams; printing menus, signage, responding to emails and carrying out administrative projects and arrangements as required.
* Assist in administration required for internal and external events, including conferences, alumni events, and academic ceremonies.
* Carry out show rounds of the facilities and have detailed information to hand to answer questions.
* Produce marketing material for the college catering and events Instagram account (@observatory team).
* Handle enquiries and room bookings for College spaces.
* Add monthly internal and external charges to the invoicing tracker for events and catering.
* 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, diets plans, IT, AV and all other details of events to ensure a smooth delivery.
* 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 includes ensuring the stock spreadsheets are kept up to date and all stock movement is accounted for.
* Customer focused approach to all events and conferences, including initial response to any queries.
Sustainability Responsibilities
* Help to collect and process data related to Scope 3 carbon emissions from ingredients, food sourcing, transportation, and waste management associated with catering menus.
* Populate a database of carbon footprint metrics for menu items, tracking emissions by ingredient and meal type.
Direct applicants only, applications via LinkedIn will not be considered.
University Grade 4 (£15,253 – £17,237 p.a.) inclusive of Oxford University Weighting Allowance. Part-time, 20 hours per week. One-Year Fixed-Term Contract. Closing date: Monday 3 March 2025 at 12:00.
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