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Catering & Events Supervisor

University of Edinburgh
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Job Description:

To set up, deliver and clear down a range of catering, events and food and beverage services and, when required, give instruction and guidance to Catering & Events Assistant/s, in line with departmental standard operating procedures to meet agreed customer requirements. Main responsibilities Approx. % of time 1 Ensure customer needs are met, at all times ensuring the quality of services being provided are in line with standard operating procedures. When required, give instruction and guide Catering & Events Assistant/s in service delivery. The range of event types include: conferences, meetings, bars, drinks receptions, lunches, dinners, weddings, outside catering, delivered catering, etc. Respond to customer or Catering & Events Assistant/s enquiries to avoid disruption to allocated events. Dealing with any issues that arise and escalating appropriately when out with own knowledge. 35% 2 Individually, or when required, as part of a team, prioritise and carry out a range of routine tasks to ensure the running of a smooth service for the allocated event/s, Tasks include one or more of the following: Setting rooms/venues, service of alcoholic & non-alcoholic beverages, ensuring compliance with health and safety and alcohol service requirements, food service and delivery, following closing procedures for rooms/venues, security of beverage stock post event, driving University of Edinburgh vehicles as required to deliver business requirements. At all times following laid down procedures and event/catering schedules to meet customer requirements. 35% 3 Carry out routine record keeping such as; ensuring sufficient items are available to deliver allocated event/s, recording dirty linen, and periodic counting of cutlery, crockery and glassware. 10% 4 Support pre-set induction programmes and development plans through on the job buddying and training of colleagues to ensure consistency in service delivery as per department standard operation procedures. Following formal in-house training: Set up and basic operation of standard in-house AV equipment, ensure compliance with food hygiene and alcohol service legislation, carry out annual review meetings with a small allocation of staff, passing suggested development needs to line manager. 15% 5 Required to undertake any additional duties at any catering location as requested by management. 5% Planning & Organising On receipt of daily schedule from line manager, prioritise tasks and activities such as food and beverage service, room set-ups and catering delivery times. At all times using event/catering schedule to ensure set up, catering, timings and customer expectations are being met for allocated events. When required, give instructions, direction and guidance to assigned Catering & Events Assistants on the priorities, tasks and activities being carried out on an event by event basis. To ensure sufficient stock of beverages & disposables to support allocated, through regular notification to line manager of stock lines required to be ordered to support the unit. When required, communicate with a range of people including; colleagues, managers, chefs, community support, events and customers on catering and event service to ensure product quality, quantity and speed of service both front and back of house is maintained. Examples of daily communication could be: • Number of drinks consumed and to be billed – Events. • Confirmation of event and catering set up and service times – Events/Customers. • End of shift handover – Managers/colleagues Problem Solving Following induction and training, be able to interpret event and catering schedule to set up and deliver services as expected. On allocated event/s respond to customer enquiries and take appropriate action to ensure that service delivery is timely and smooth. Where minor staffing changes have occurred for event/s allocated, will respond and prioritise daily activities and tasks to ensure service delivery for pre-allocated event is unaffected. Use own knowledge and experience to deal quickly with any unexpected circumstances and where required working with appropriate colleagues and departments to ensure service delivery is not effected. Examples of this could be: • Drunk person wanting served more alcohol – escalate to Community Support/Managers. • Change to timing of food and beverage delivery at customers request – escalate to / confirm with Kitchen team • Customer request to make changes on the day of event – escalate to Kitchen/Events/Managers. • Operational EPoS till issues – escalate to Manager/contact Software Support Liaise with appropriate colleagues when standard operating procedures and health and safety requirements are not being followed and escalate any performance issues to manager. Decision Making The post holder will be required to use own knowledge and experience in dealing with a range of routine catering or customer issues and requests such as: • Changes to room set up. • Catering enquiries on pre-allocated events including; dietary information requests; minor adjustments to numbers, catering items or additional breaks. • Review of priorities in instances of minor staff absence for allocated event. • In line with 2 hour licencing training, deal with alcohol related matters such as; adhering to licenced operating hours, refusal of service and Challenge 25. • During unforeseen circumstances such as; vehicle breakdown; impact on delivery time and loss of utilities, communicate with appropriate people [customer, manager, kitchen, community support team, property team, events team] to ensure minimal impact on customer. At all times, liaising with appropriate colleagues, managers and departments (i.e. Community Support Team, Events or Kitchen) when complexity of issue is out with own knowledge and experience to ensure continuity of service. Key Contacts/Relationships Must possess the necessary communication skills to work harmoniously as part of a team and have a positive attitude to work and to respond to queries from customers and Catering & Events Assistants. Must also be helpful and polite when dealing with customers and colleagues and work at all times in accordance with ACE ‘Living our Values’ of Delivering Excellence, Working Positively and Supporting Others. Key daily contacts will involve dealing / meeting with at least three of the following: Managers, Ast. Managers, Team Leaders, Supervisors, Assistants, Chefs, Kitchen Porters, Store Person, Events team. Community Support team, Estates team (e.g. Servitors) and customers. Knowledge Skills and Experience Experience in 4/5* hotel conference and banqueting, event catering and / or fine dining hospitality operations, with 6 months experience at a supervisory level. Essentials skills: • A full driving license valid for driving on UK roads • Ability to communicate, guide and give instructions to other staff. • Ability to communicate and respond to enquiries from customer, staff and colleagues. • Ability to adhere to standard operating procedures and operational health and safety requirements. • Basic level IT skills – following training; ability to use standard systems for minor fault reporting, ability to print and copy standard reports from departmental systems using pre-set SOP’s and ability to send/receive emails. • Basic level numeracy and literacy skills. If not already held, through in-house training, achieve Scottish Licensee’s Certificate within 12 months and apply knowledge of the Licensing Scotland Act (2005) requirements at allocated events where alcohol is being served/sold. Also, if not already held, through in-house training, achieve REHIS Elementary Food Hygiene certificate within 6 months and apply knowledge gained within daily work tasks and activities. Must also be capable of attending refresher training to ensure the above qualifications are retained. Through on the job training become fully conversant in the range of other catering related requirements such as health and safety awareness and reporting, fire safety and departmental SOP’s. Dimensions • Supervision of between 1 – 20 staff allocated to an event (On average no more than 15 people to an event) • Provide supervisory cover for a single, or multiple of events, pending event location, size, type and complexity. • Where necessary handle cash, cash up and secure event takings of between £50 - £5000 • Catering unit key holder. • Drive and carry out routine vehicle checks (i.e. refuel, add screen wash, change light bulb, add air to tyres, etc.) on UoE vans to facilitate the safe execution of outside/delivered catering events and other business needs as required. Additional Information The catering/events/bars environment can be physically demanding requiring substantial physical effort at times with heavy lifting and sometimes long periods of repetitive tasks. A certain degree of bending, stretching, twisting and constant movement is required and ability to work at a quick pace. A high level of flexibility is required to cover changes in services, dependant on business levels and requirements. Demands to provide full function coverage, requires co-operation and being prepared to extend working hours at short notice within limits. Supervisors must be prepared to work in any area unless necessary specialist training has not been given. Additional opportunities may also be available for supervisors to be involved in parts of the business that would not normally be required for the job. Such opportunities would be on a voluntary basis and available to support professional development and progression planning. Accommodation, Catering and Events (ACE) is committed to operating in a sustainable, environmentally effective and beneficial way. In your role at ACE, you are required to play an active role in assisting us to meet these objectives by encouraging other residents / staff to participate in green initiatives and leading by example. If you require this document in an alternative format please contact HR by email at or by telephone on 0131 651 5151.

Why work for
University of Edinburgh
As a valued member of our team you can expect: An exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent and reward success. You will benefit from a competitive reward package and a wide range of staff benefits, which includes a generous holiday entitlement, a defined benefits pension scheme, staff discounts, family friendly initiatives, flexible working and much more. Access our staff benefits page for further information and use our reward calculator to find out the total value of pay and benefits provided. The University of Edinburgh holds a Silver Athena SWAN award in recognition of our commitment to advance gender equality in higher education. We are members of the Race Equality Charter and we are also Stonewall Scotland Diversity Champions, actively promoting LGBT equality. If invited for interview you will be required to evidence your right to work in the UK. Further information is available on our right to work webpages.
Edinburgh Careers Fair
will take place at
Assembly Rooms
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