Catering Administrator in Oxford

Founded in 1624, Pembroke College is a vibrant and esteemed academic institution. The College’s main site, in the centre of Oxford, comprises of historic listed Cotswold stone buildings, dating back as far as the seventeenth century, sitting alongside a recently built modern quad with a café, lecturer theatre, art gallery and teaching spaces in addition to student accommodation. There is a further accommodation complex nearby on the Thames, together with a boat house and sports pavilion.We are now seeking an experienced and dynamic individual to join as a Catering Administrator. This is an exciting opportunity to play a vital role as part of a supportive and highly professional team focussed on delivering an exceptional service to the College’s students, Fellows, staff and guests.Overview of the RoleThe primary focus of the role is the administration of catering processes and procedures. The role holder is expected to maintain high quality standards and to work effectively with the kitchen and front of house team.Responsibilities:Record Keeping * Responsible for oversight of kitchen record keeping and processing to include collating and administration of compliance records (for example, food safety documentations, staff training records, student dietary lists, risk assessments and equipment servicing contracts). * Liaise with the Head Chef and SCR Butler to ensure timely production of internal records and reports. * Keeping a record of JCR, MCR and SCR attendee numbers and dietary requirements for Formal Hall and High Table dinners, record drink consumption on our online database (Kinetics). * Once authorised by line managers, pass on approved annual leave requests to HR. * Manage a holiday planner for both the Head Chef and SCR Butler Teams. * Following the College procedures, order and distribute stationary (within budget) for the team. * To attend meetings as required, take minutes, and distribute them.Software * Event Management Software (Kinetics) - act as a liaison between the Kitchen, Front of House and Events Teams be responsible for checking Kinetics daily, and during the day ahead of events for late requests and or changes to the service required and instruct the Teams. * Digital Display Screens and Intranet, including Weekly menus on intranet, Bar opening times and Daily menus on screens and paper display in the Forte Room * With Pembroke Meals software (BlueRunner), be the first point of contact for any student and or staff queries, Manage the Point of Sale and Back of House software updates, Produce reports Manage termly update of Pembroke Meals for the students and the College’s Finance Team, and when required, update student special dietary requirementsEmail Management * Administrate the delegated inboxes owned by the catering teams -tagging and responding to queries and highlighting items for escalation to managers * First point of contact for the Blue Runner inbox support – escalating as requiredMenu Admin * Maintain a database of accurate records of details and pricing for current conference menus and former menus, all College menus, including Farthing items, and all retail items * Keep the student dietary database up to date and produce plus distribute dietary cards to students in Michaelmas Term. * Using standard templates update and print for weekly events Menus, Seating Plans and Place Cards * On instruction from the Kitchen assist with preparations of event allergen grids.Health and Safety * Assist managers to maintain the 'HACCP Plan' (used to ensure that we keep food safe from biological, chemical, and physical food safety hazards). * Assist the Head Chef to transfer HACCP records plus cook-chill and freezer data sheets from a paper to electronic records and maintain records. * Together with the Head of H&S and Compliance, the Head Chef and the SCR Butler monitor the College’s accident book and the reporting of near miss incidents in Catering and Front of House. * Together with the Head of H&S and Compliance, the Head Chef and the SCR Butler assemble Risk Assessment documentation and store in accordance with Health & Safety Policy. * In consultation with the Head of H&S and Compliance, the Head Chef and the SCR Butler order and keep accurate electronic records of the cost and issuing of uniforms, highlighting, and reporting any anomalies. * Be prepared to work where necessary to assist with emergency situations.Training Admin * Support the Catering and Front of House teams with on boarding of new staff and their induction. * With support from Head Chef and SCR Butler produce training schedules for team members. * Administer the training records by maintaining the agreed yearly schedule, led by the Head Chef and SCR Butler, and carry out research into courses for the Catering and the Front of House Teams. * Update the staff Training Records and share relevant certification with HR.The above list of duties and responsibilities is not exhaustive, and you may be required to carry out alternative tasks as instructed by managers to ensure the teams are able to always operate an efficient service.Person Specification * Reliability and excellent timekeeping, along with good interpersonal and communication skills. * Computer literacy, database administration, Word, Excel, PowerPoint, and Outlook. * Familiar with using and managing software programmes (e.g. Kinetics and BlueRunner). * Motivated, disciplined, consistent but pragmatic.Benefits include membership of the University staff pension scheme, a travel pass and Cyclescheme loan scheme, and free meals are provided at lunchtime when the College kitchens are open. The College also offers an Employee Assistance Programme to assist the health and wellbeing of its employees. The post-holder will receive a paid holiday entitlement of 30 days a year