AddressTo support the Catering & Commercial Manager in the delivery of a professional catering, commercial and hospitality service, and lead activities that support the University’s commitment to commercialisation of the estate and the diversification of income.
To support delivery of the University’s commercial strategy through the provision of administrative and event management support to the Catering and Commercial team, leading on digital engagement and marketisation alongside financial management and process control.
The post holder will be expected to be able to maintain high levels of integrity, confidentially and flexibility and be able to liaise with the members of the Catering and Commercial team, internal representatives at all levels, and external stakeholders, deputising for the Conference & Events Co-ordinator and Catering & Commercial Manager, where appropriate.
Duties and responsibilities
To support in the delivery of all conferencing and events.
- To ensure a safe, clean, friendly and pleasant environment on behalf of the University, ensuring that all tenants and visitors is upheld at all times.
- To be part of the events team and responsible for ensuring that the key events, exhibitions and shows run smoothly and all attendees are catered for as requested.
- To initiate, co-ordinate and maintain project management records to ensure University events and initiatives, and the support required across the institution, is coordinated and delivered on time.
- To run detailed schedules for events, making sure all milestones are met.
- To ensure all enquiries and client feedback are managed professionally and in a timely manner.
- To monitor and manage the budget on behalf of the Catering and Commercial Manager, including monitoring expenditure against budget, informing the annual budget setting cycle where appropriate.
- To identify inaccuracies in budgetary coding, and processing amendments to ensure accuracy of subsequent financial reporting.
- To develop spreadsheets & databases; monthly reconciliation of financial management information for the finance team.
- To process purchase orders ensuring compliance with Financial Regulations, in addition to processing internal and external invoices and various other recharges relating to income and expenditure.
- To service all Catering and Commercial meetings and working groups, setting agendas, arranging meetings, taking minutes, monitoring actions, and following up outcomes.
- Prepare and draft briefing papers and working documents in preparation for meetings both internally and externally.
- To research, gather, and analyse data. To produce reports and presentations and deliver to the Catering & Commercial team and Estates & Campus Services Leadership team.
- To respond to queries from students, staff and third parties, in line with data protection and University requirements.
- To maintain and control electronic diary for the Commercial and Catering Manager, scheduling appointments and meetings accurately and confidentially.
- To deputise for the Conference & Events Co-ordinator and Catering & Commercial Manager, where appropriate.
- To support the team with developing and maintaining web pages of the website for the Catering and Commercial team, and leading digital engagement and marketisation.
- To develop, maintain and co-ordinate the Catering and Commercial teams office systems including SharePoint, filing systems, ensuring files are archived on a regular basis and regular filing maintained.
- To make travel arrangements and conference bookings for the Catering and Commercial Manager, organising itineraries and maintaining business travel logs undertaken. Organise conferences and away days for the Service.
Skills and experience
5 GCSE (or equivalent) passes to include English and Mathematics.
- Ability to work independently.
- Extensive administration experience.
- Expertise in Microsoft Office, including the use of Excel spreadsheets and PowerPoint presentations.
- Significant demonstrable experience of developing and maintaining effective working relationships with customers and staff.
- Experience of taking minutes of meetings
- Significant use of Excel spreadsheets and databases
- Ability to analyse a breadth of information and anticipate issues and respond proactively, making recommendations to ensure effective service delivery.
- Experience of marketing and promoting of events on social media and websites
Location
The University Of Northampton
Waterside Campus or any other University premises.
Additional information
Please note that the role is for 25 hours a week. The hours will preferably be spread across 4 or 5 days.
There can be some flexibility with working hours.
Job Types: Part-time, Temporary contract
Contract length: 2 months
Salary: £12.00 per hour
Expected hours: 25 per week
Benefits:
- On-site parking
Schedule:
- Monday to Friday
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
- English (preferred)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
