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Part-Time Events and Catering Coordinator

University Grade 4 (£15,582 – £17,593 p.a.) – (inclusive of Oxford University Weighting Allowance)
\nPart-time, 20 hours per week
\nPermanent
\nClosing date: Friday 26 June 2026 at 12:00

The Events and Catering Coordinator will facilitate the coordination of the college’s calendar of events and will assist with delivery and record keeping of catering and event services (external and internal) within the events and catering teams.

This role will also involve providing administrative support to internal and external dinners, working closely within the events and catering team. Reporting to, and working closely with, the Head of Catering, the Events and Catering Coordinator 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 may include

Provide administrative support for the Kitchen, Front of House and Events teams; producing and 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.
Handle enquiries and room bookings for college spaces.
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 will consist of inputting data and ensuring it is all up to date.
Customer focused approach to all events and conferences, including initial response to any queries.

Other Responsibilities

Provide day-to-day administrative and operational support across catering systems and databases, including maintaining records, processing updates, producing reports, supporting till and booking system operations, and assisting with general system coordination and issue resolution.
Comply with the college’s policies and procedures including Health and Safety policies.
The position may require the post holder to work outside normal office hours from time to time.
Assisting the Food and Beverage Manager and Head Chef with coordinating payroll documentation for all catering departments, including casual and agency workers into HR system and other admin tasks
Occasionally working across departments for supporting other teams within reason
Carry out other tasks as reasonably requested by the Head of Catering and Events Manager, which could include projects and event planning for other departments

Person Specification

The successful candidate will be able to demonstrate that they have or are

Essential

Sound administrative and organisational experience, particularly within conferences and events is preferable
Proven ability to accept responsibility and the self-motivation to see a project through to completion
Excellent written and interpersonal skills
Meticulously accurate worker with good attention to detail
Understanding and experience of catering
Ability to work independently and flexibly as a member of a small team
Ability to work under pressure
Effective communicator and problem solver
Flexible and able to work occasional evenings and weekends
IT literacy including Microsoft Office
Good experience with Excel and spreadsheets

Desirable

Experience of Perfect Table Plan, Mercury, Zoom, and other event platforms
A background in hospitality or the events industry
Flexible and able to work occasional evenings and weekends
Knowledge of Social Media
Events sales experience
Experience using AI platforms
Experience with minute taking
Experience with Kinetics Event Software (KX)

Green Templeton welcomes applications from people from all sections of the community and are particularly encouraging those from diverse groups, such as LGBTQ+ and Black, Asian and Minority Ethnic candidates, who currently are under-represented in the college staff team.

Terms and Conditions of Employment

Reporting

Head of Catering with a direct line to the Events Manager.

Hours

Working hours are 20 hours per week, ideally worked over 5 days, Monday – Friday, including very occasional evening and weekend work, for which time overtime is paid. Flexibility towards the desired hours can be discussed at interview.

Holiday

Pro-rata of 38 days per annum (including Bank Holidays and college closure days). Some holiday must be taken during college closure periods in August-September and December.

Pension

The post is pensionable and the post holder eligible for membership of the Universities’ OSPS contributory pension scheme.

Duration of Contract

Permanent

Other benefits

Eligibility for Oxford Colleges Healthcare Scheme (paid by employee through salary deduction)
Enhanced maternity pay
Sick pay, related to length of service, rising to six months full pay and six months half pay after five years
Interest-free travel to work loan
Parking is currently available on a first-come first-served basis (this is not a contractual right for staff and it may be removed at any time)
Free lunches are provided when the kitchens are open
Use of college sports facilities including tennis, squash, punt and gym
University Card giving free access to the Oxford Botanic Garden and Arboretum, libraries and other college gardens (by appointment)

Green Templeton College is an independent employer and does not automatically apply University of Oxford employment terms and conditions or policies.

Recruitment Timetable

Application closing date

Friday 26 June 2026 at 12:00 noon

Interview (in person)

Interviews will take place on Monday 13 July 2026 on site at Green Templeton College, 43 Woodstock Road, Oxford, OX2 6HG. Applicants are welcome to telephone or email to check the progress of their application.

How to apply

Please submit the following to hr@gtc.ox.ac.uk by Friday 26 June 2026 at 12:00 noon

CV providing details of relevant achievements as well as your professional and educational history.
Covering letter summarizing your interest in this post and providing evidence of your ability to match the criteria outlined in the Person Specification.
Details of your latest salary, notice period and names and contact details of two referees. Green Templeton will assume that it is free to approach referees at any stage of the application process unless the applicant states otherwise.
A Diversity Monitoring Formwhich will assist us with monitoring equal opportunities in recruitment. We can assure you that the information given is kept separately from the information used in recruitment decisions; that all information is strictly confidential, used purely for statistical purposes and to ensure that policies are being applied fairly.

Data Protection

All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 2018 and the College’s Data Protection Policy.

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