University of Edinburgh JOB DESCRIPTION CATERING OPERATIONS ADMINISTRATOR

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1 University of Edinburgh JOB DESCRIPTION CATERING OPERATIONS ADMINISTRATOR BACKGROUND University Catering Department The catering function of the University is a department within Accommodation Services. As the largest university in Scotland it is also the largest in-house catering function in the Higher Education sector in Scotland, operating across 17 catering units geographically widely spread with a turnover of 10m per annum. The nature of the catering outlets are diverse, from single coffee counters - operated by one member of staff and supported with food production from a separate production kitchen - to the John McIntyre Conference Centre (JMCC) which is the largest catering facility in the University with 650 seats. During term times the JMCC is the main facility for delivering 14 meals a week per student as part of the catered accommodation contract, which equates to 22,000 meals a week. Over lunch periods commercial meals are served as part of conference and day delegate packages as the first floor of the building operates under the catering division of Edinburgh First with six commercial meeting rooms available for hire in the centre. During student vacation periods, Pollock Halls becomes Edinburgh s largest hotel with over 2,000 rooms available for commercial sale, all on a bed and breakfast basis then, the JMCC regularly handles over 2,000 breakfasts a day and up to 2,500 during the busy August festivals period. In addition, half board and full board options are sold and there is an integrated bar in the facility which offers a bar menu. The University has four all year round commercial accommodation facilities of which three provide breakfast to commercial customers. Over the past six years the catering function has grown significantly through new openings, refurbishments and over the next year a further two new grab and go style operations will open, along with a replacement for our catering facility at the School of Education. The Edinburgh First commercial brand operates all year round for catering, with dedicated kitchens at Pollock Halls. From the central kitchen Edinburgh First operates out to a range of finishing re-heat kitchens located throughout the University estate as well as competing, with a range of facilities, in the wider city commercial market. Therefore catering provision has a very challenging and wide geographical spread. The Post The position of Catering Operations Administrator is central to the catering senior management team, reporting to the Retail Catering Operations and Catering Operations Managers. The largest part of the role involves producing a range of management information from data collated from catering systems such as EPOS, and customer feedback to inform operational and marketing decisions. An additional but equally weighted element of the role will be to ensure that elements of the marketing framework are supported daily. This includes ensuring digital and social media channels are maintained with up to date information and to support marketing activity through these channels by informing customers

2 of current products and promotions. Apart from the daily management of social media there is the requirement to report on any issues and make recommendations for improvement and to generate/interrogate data in respect to social media usage, uptake of promotions and feedback received. The analytical element of the role requires close working with the Catering Systems Manager and catering senior team, in terms of what promotions are to be rolled out and to deliver the strategy to target promotions, both hourly and daily, in different units via social media or through the cashless catering system linked to the University EPOS system. This activity will also require the implementation of signage and unit pricing tickets and all other advertising linked to product promotion. Additional administrative duties involve: collation of customer surveys, production of a range of general administrative outputs and management of vending in the University (from initial consideration of site viability through to the lifecycle management), working with the University vending providers. Your self-motivation, excellent customer service skills and ability to deal with unexpected situations and a diverse range of people are essential for success in this varied role. You should have strong organisational and IT skills. You should be educated to HND or Degree level in an IT/Business related field or have equivalent relevant work experience demonstrating use of similar systems and use of social media in organisations. In return we offer you the full backing of a large catering organisation, the opportunity to join an innovative and expanding team, and excellent benefits. JOB DESCRIPTION 1. Job Details Job title: School/Support Department: Catering Operations Administrator Accommodation Services Line Manager: Retail Catering Operations Manager/Catering Operations Manager 2. Job Purpose To deliver an effective and efficient office management and administration service to the Catering Senior Management (CMT) team utilising a range of systems to include EPoS, Cashless and Saffron stock system to generate relevant and timely management information and support marketing activity and promotions.

3 3. Main Responsibilities (with approximate percentage of time spent on each) a. Produce management information reports using data collated from various catering IT and feedback systems to support financial, operational or marketing decisions and future planning and budget processes including: Weekly/ monthly sales reports and analysis to detail items by best sellers, profit margin, quantities, under performers, etc. Weekly kitchen production analysis: products produced, wastage etc Analysis of consumer feedback for catering and retail units Marketing data to enable CMT to review promotional performance of sales data, to aid future planning of annual promotional activity Attend CMT meetings to present above and support appropriate discussions regarding sales performance and recommendations for future trading. (35%) b. Ensure all digital (intranet and University website) and social media channels are up to date with opening times, contact details, menus and media/graphics. To include related cashless technology catering pages and FAQ s. Support marketing activity by updating social media platforms to inform consumers of current products and promotions. (10%) c. Conduct regular analysis of social media channels, report on issues and make suggestions for improvement. Feedback on promotional activity and ensure you are familiar with current catering innovation and systems innovation to enable you to keep the management team well informed. Work closely with the systems manager and catering mangers to ensure activity is well planned, responsive and relevant. (15%) d. Support marketing activity by assisting catering unit managers with the communication and development marketing briefs detailing planned promotions by outlet. Implement and maintain signage, unit pricing tickets and all advertising linked to promotions of products. Work closely with suppliers to identify promotional activity and opportunities that may be relevant to our operations. Measure return on investment from all engagement activities and report results on a quarterly basis to the Catering Management Team (10%) e. Review and track the impact and uptake of loyalty and reward system for Cashless users to enable the Management team to better engage non active cashless users and increase future registration and uptake (5%) f. Full management/supervision of vending machines and associated activities across department locations to include initial installation, liaison with suppliers for ongoing management and monthly reconciliation of remittances and sums paid into University account. (10%) g. Act as systems backup configurator for EPOS and Cashless system, Saffron and Sales Order module by undertaking routine updating and troubleshooting. (15%) 4. Planning and Organising Required to plan own short-term activities and work on short-term projects, all within a framework as directed by line manager. Plan, implement and report on all digital communications analysis and competitor analysis within agreed timescales. Plan, implement and report on core customer feedback exercises throughout the year, including regular on-going feedback from customers.

4 5. Problem Solving Appreciate the challenge of working with different stakeholders across broad projects, applying objective analytical skills as required. Develop a good understanding of core business priorities, so enabling effective response to short-term demands from all stakeholders as necessary. Use available documented procedures, policies and external legislation to resolve problems. Analyse often quite complex data to help gain a better understanding of catering financials and our customers (internal and external). 6. Decision Making Actively seek information from different areas of the business based on business/customer needs. Prioritise tasks in line with current and planned activities across the catering operation. Refer to line manager for business critical decisions. 7. Key Contacts/Relationships Managers across Accommodation Services, including decision makers in catering, Unit Managers, Chefs and Catering Senior Team. Key staff within Accommodation Services, Finance, Management Accounts, Marketing, IT and other relevant stakeholders. External suppliers relevant to the role. 8. Knowledge, Skills and Experience Needed for the Job Ideally educated to HND or degree level in a business, systems or IT related subject; or equivalent experience. Proven knowledge of data analysis and producing logical, cohesive and timely reports. Accuracy and attention to details. Strong numerical and literacy. Ability to react appropriately in changing situations. Extensive knowledge and proven application using general windows based packages. Excellent interpersonal, written and verbal communication skills. Ability to develop and maintain productive relationships with a variety of key stakeholders. Good organisational skills and ability to follow written and verbal instructions using own initiative. Full clean driving licence.

5 9. Dimensions Provide a range of catering administrative support primarily for the catering senior management team (3 managers) and Assistant Director. Communicate with the broader student and staff community (29,000 and 8,000 respectively) to ensure activity is relevant to user groups. 10. Job Context and any other relevant information Ensure that personal professional skills are regularly updated and the highest standards of professional performance are maintained through participation in training and development activities. Be a proactive and committed member of the team, contributing to the achievement of the business plan, managing any additional tasks and/or projects as they arise. Have flexibility in working hours and be prepared to participate in additional duties, as the business may require.