Salary £29,588.00 At the University of Hull, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world's talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in the University of Hull workplace. This includes people from global minority backgrounds; people who have a declared disability; LGBTQI people; and women particularly for our Grade 9 and 10 roles. Excited to grow your career? We value our talented employees, and whenever possible strive to help colleagues to grow and progress in their future careers. We recognise that our people are our biggest asset. We hope you’ll be as excited as we are by what lies ahead. Let's continue our journey. With great on-site facilities and numerous awards in recognition of our achievements within the Professional Services World, we want to continue growing and nurturing our existing staff as we endeavour to take on our next challenges as a University. Background and Context The Higher Education Sector continues to provide a stimulating yet challenging environment as we look to meet the ever-changing demands of a student led and market orientated world. The importance of the University Estate and its facilities has never been higher, given its value in attracting prospective students and providing the best possible experience for our students, researchers, staff and visitors. Equally, our retail, conference and event facilities have seen considerable investment over recent years to ensure we are market leading and have the ability to deliver first class products and customer service. Commercial Services are responsible for the provision of all catering for staff, students and guests of the University, for conference and function use (both internal and external customers) and for Student Accommodation on campus. The catering operation at the Cottingham Road campus consists of a main production unit in Canham Turner that is responsible for the preparation of all fresh food items to supply seven retail catering outlets on the main campus as well as providing a daily breakfast, lunch and evening meal service in the main dining room along with a private dining room / bar offer within Canham Turner. The offer in each retail outlet will be conducive to the high street brands that are available close to the University. The kitchen also provides the University with an internal hospitality service delivering food and beverages; fine dining to members of the Executive Team, Council and Senate; along with a busy external provision of services to conference, corporate events, weddings and other such events. We are also responsible for the commercial events that take place in Middleton Hall and work closely with other departments to ensure maximum commercial activity is achieved. Summary Purpose of the Role Under the direction of Events and Operations Manager, the post holder will coordinate and oversee the smooth and effective day to day running of the events across Commercial Services venues. The main tasks associated with this post include Liaise with internal/external stakeholders and to understand their needs and capture all the details of upcoming events, which helps ensure smooth delivery and client satisfaction. This includes, but is not limited to, agreeing timelines, required set ups, catering provisions, special requests or any additional services. Ensuring all event details are inputted and updated into the online system, including correct charges are updates and invoicing details are correct. Coordinate the team to allocate resources as and when required, while acting as the key contact for any issues arising on shift. Contributing to the input of potential improvements and actively supporting projects to develop SOPs. To act as Duty Manager, on a daily basis, to ensure compliance with opening and closing procedure of all facilities. Being the main contact for any issues arising and making sure any queries or situations are responded to appropriately, involving the right people. Support the wider team across all Commercial Services, during out of hours operations, in the running of operations and preparing for the next period of service delivery. To also act as a Duty Manager during large events, to ensure compliance with Fire Regulation’s; Licensing; Food Safety Legislation and other relevant Health & Safety legislation and University policies. The role may require working with local external services in cases of emergency, including Fire, Police and Ambulance services. Provide Duty Management and Team Leading support across other Commercial Services Venues on a regular basis. This includes Sports and Wellbeing Facilities, Middleton Hall and other locations that may be off Campus. Lead and motivate the team during event days, coordinating activities, assigning tasks and ensuring the highest level of service is delivered. Participate and actively contribute in departmental meetings ensuring all events details are correct, all departments are aligned during the preparation phase, and all resource planning is organised for a given shift. Work in partnership with departments within other operational areas to ensure an exceptional service is delivered consistently to meet the operational needs of the University and its customers. Participate in cross department meetings to feedback on how services could be improved and cross department working enhanced in a way that is service delivery focused. Line manages a team of team leaders and events assistant, to ensure they are supported, trained and equipped to perform their tasks to the higher standard. Lead on any on the job the training required, passing on updated knowledge and practice for team leaders to cascade to their teams. Recruit, manage, train and oversee a team of occasional workers. Ensuring we have sufficient staffing levels and suitable support is provided for the Team Leaders to allow them efficient delivery. Oversee training demands, both mandatory and for development, that fosters a culture of growth within the teams. Be responsible for the maintaining of excellent safety, hygiene, cleanliness and operating standards. Please note this role will regularly require working evening and weekends, including late night events. This role is Campus based, with occasional requirements for work in locations outside of Campus. This role will require the use of University vehicle, therefore valid Driving Licence would be an advantage. GENERIC JOB DESCRIPTION The job duties and responsibilities listed below are intended to describe the general nature of the role. The duties and responsibilities and the balance between the elements in the role may change or vary over time depending on the specific needs at a specific point in time or due to changing needs in the department. Candidates should note that there may not be an immediate requirement to carry out all the activities listed below. Overall Purpose of the Role The role holder: Will provide support to staff and more senior colleagues Will have practical working knowledge of the system/process/operating environment gained through formal instruction and/or experience Will plan and prioritise own work and will be required to delegate and coordinate work of others within agreed objectives Use discretion to deal with non-routine queries and/or issues but more complex situations will be referred to senior colleagues Communication Liaising with clients in advance ensuring all planning details for their events are agreed. Coordinate and plan staffing requirements in accordance with service needs across Hospitality, and Events teams. Provide welcome and assistance to visiting clients on daily basis. Responding to clients and resolving any issues that may occur during their visit, the ensure smooth run of the event. Liaising with all internal stakeholders to communicate any changes or service needs, to ensure smooth flow of communication. Attend meetings and share/gather relevant information. Communicate with senior management to highlight any issues or areas that require attention. Leadership Coordinate teams, provide support, allocate workforce, monitor progress of assigned tasks. Create rotas and manage workforce to maintain the most efficient staffing levels. Monitor staffing costs and work with line manager to achieve the most optimal pay levels Provide support during recruitment activities. Supporting new staff by conducting inductions, providing training and monitoring performance. Co- ordinate with others internally and externally to develop and maintain communication channels to enhance service provision and ensure best practice is followed. Service Delivery Duty Manage and deliver events across all venues, ensuring the highest standards of service and excellent team coordination. Monitor the team to ensure highest standard of service is delivered consistently to meet the operational needs of the University and its customers. Oversee and supervise a team with the installation and operating of technical equipment for all events. Ensure the maintenance of appropriate safety, hygiene, cleanliness and operating standards Ensure staff carry out buildings and facilities checks whilst on shift and report any faults discovered Identify, develop and manage office systems to improve the efficiency and effectiveness of the Department or area. Planning and Organisation Plans and prioritises the work of the team(s) on a daily/weekly basis: Delegates tasks; adjusts staff rotas; assigns staff to their duties; provides cover for unplanned absences and holidays; organises holiday rotas. Co-ordinate departmental processes in conjunction with senior colleagues Contribute to the longer term operational planning of the department Analysis and Reporting Monitor stock levels, liaise with Team Leaders and coordinate with other departments to ensure that profits are maximised. Undertake financial procedures including: till operation, cashing-up, banking, etc. Monitors and analyses customer feedback Proactively uses systems available to share and control the flow of information For full job description please click here If you would like to be part of our future or have any queries, then please get in touch today - Talent@Hull.ac.uk