Catering & Events Administrator Job Description Job title: Catering & Events Administrator Department: Conference & Events Reports to: Conference & Events Manager/Head of Catering Working pattern: Full-time, 37.5 hours per week Contract: Permanent, subjection to probationary period Purpose of the role To work with, and provide essential administration to the Conference & Events and Catering teams. Supporting these departments to maximise sales and revenue from the College’s commercial opportunities, whilst ensuring the core academic aims of the College are maintained and supported. Reporting to the Conference & Events Manager and Head of Catering, the role holder will be based with the College’s Conference & Events team where full training will be provided for some key duties, for example, the Mercury booking system. The role provides a good foundation and is a good base to develop a career in Conferencing & Events or Catering & Hospitality. Key duties and responsibilities The Catering & Events Administrator will work closely with both the Conference & Events and Catering teams to ensure all day-to-day administration is completed within set timeframes. • Preparation of signage, seating plans, diet seating plans, diet tickets, wine cards, place cards and meal tickets for all necessary functions. • Management of the online High Table booking system for College Fellows including adding menus and wine, and taking bookings by phone and email. Ensuring numbers and diets are shared with the catering team within agreed timeframes. Catering & Events Administrator JD – August 2025 • Management of the Formal Hall Booking system for students. Ensuring bookings are live and numbers are shared with the Catering team in good time. Ensuring diet tickets are printed on the day of each Formal Hall and that each booking is within the agreed conditions from the College Dean. • Updating all student, Cafeteria, Fellows and external client menus and uploading menus to online platforms where necessary. • Coordination and preparation of all menus for the servery, formal dinners, café bar and events including allergy information. • Daily programming of the EPOS till system to reflect dishes and prices from the cafeteria and updating of relevant spreadsheets. • Manage emails sent to the conference inbox from students, staff and fellows, ensuring relevant information is passed on to appropriate members of the department. Communicate relevant information from the Catering Department to the Conference & Events team and other colleagues. • Work with the Conference & Events team’s Mercury booking system to ensure the Front of House (FOH) and kitchen-based teams both have information on upcoming events in good time. • Attend the daily functions meeting with the Catering and Conference & Events teams, where all tasks for that day are discussed. • Ensure allergy folders for Fellows and students are up to date. • Photocopying, laminating, collection of post and ordering and maintaining par-levels of stationary for the department. • Emailing maintenance requests for the department when required. • Perform any other tasks as reasonably requested by the Conference & Events Manager or Head of Catering. Catering & Events Administrator JD – August 2025 Requirements for the role • Good attention to detail. • Good communication skills both written and oral. Must be able to communicate effectively with a wide range of people. • A team player, able to work with colleagues across the College. • The ability to organise and manage a varied workload to meet deadlines. • A positive, friendly ‘can-do’ attitude. Education, skills and experience • Good general education with passes in English and Maths at GCSE or equivalent • Excellent IT skills eg Word, Excel and Outlook. Training will be provided on Mercury and the EPOS till system etc. • Previous experience working in a catering role would be advantageous but not essential. • Previous experience and knowledge of food allergens would be advantageous but not essential. • Previous administrative experience would be advantageous but not essential. If you do not meet all the criteria, don’t be deterred from applying if you feel this role is for you. You may have other relevant skills and experience which would prove valuable in this role. Where you fit in the structure Bursar Operations Manager Head of Catering Conference & Events Manager Deputy Conference & Events Manager Conference & Events Coordinator Conference & Facilities & AV Supervisor Catering & Events Administrator Conference & Events Assistant Coordinator Conference & Events Facilities & AV Assistant Catering & Events Administrator JD – August 2025