Job Title: Conference & Events Co-Ordinator Hospitality Division

KINGSTON MAURWARD COLLEGE

JOB DESCRIPTION

Job Title: Conference & Events Co-Ordinator – Hospitality Division

Post Reference No:HOSP28

Job Purpose: To Support the Operations Manager in promoting and managing profitable

Business conferences, seminars, exhibitions, product launches, and additional social functions. To provide support in the provision of college functions and events. To assist in all aspects of the Hospitality department when required.

Reports to: Operations Manager

Grade/Salary: £14,228.00 (Point 15) - £19,490.00(Point 21) depending on experience

Hours: 39 per week including duty management rota

Status: Permanent

Safeguarding Status: Regulated: this covers frequent or intensive support work as outlined below. Someone who is barred from working with children or vulnerable adults could be employed in one of these roles if appropriate safeguards have been put in place by the College

-cleaners, caretakers, shop workers, catering staff, car park attendants and receptionists.

-staff with access to sensitive records

Functional Links With:Hospitality full time and casual staff,internal function co-ordinators, caretakers, estates team, catering staff, Marketing department, cleaners, wardens, all other College staff when dealing with Internal Conferencing.

Vision:

We are looking for a bright enthusiastic person to support the Operations Manager in the provision of functions and college activities by developing and undertaking externally generated activity. To supervise the recruitment and day to day supervision of apprentice and casual staff. To act as deputy when required and be an active team member. To provide work experience opportunities for learners and to assess Apprentices as part of the training and development ‘arm’ of the department. Ideally the candidate will have existing experience in organising events, functions and conferences for groups of up to 300 delegates. Strong communication. Sales and marketing skills and the ability to promote college conference & events facilities is a must. The post will cover a variety of events from major conferences, to exhibitions and has the responsibility of all aspects from the original booking enquiry through to the delivery of service at the event. The candidate will be responsible forfinding new conference clients as well as lookingafter existing ones, will be able to work under pressure and to deal with high level customerse.g. direct with event organisers, both face to face and over the telephone. The role promises a varied and interesting workload. Working on occasional weekends, early mornings and evenings to cover duty management shifts will be required.

Main Tasks and Duties:

Provide efficient and effective liaison with external customers at KMC for all hospitality services with an emphasis on conferences and exhibitions but also including weddings, social events, product launches and any other function or event that is managed through the Hospitality Department

To be the main co-ordinator for all conferences and events held at Kingston Maurward by external business clients.

To be responsible for all conference clients from their initial enquiry through to meeting with the key conference organiser on the day of the event and subsequent follow up after event.

To find new business clients and promote Kingston Maurward to them as a conference venue thus increasing the number of conference events held at KMC.

Promote and develop the services and activities for external customers to increase the range of profitable services available to customers

Promote and develop the use of KMC and hospitality services to visitors for example coach parties to utilise the catering facilities or business clients attending KMC on short courses to also promote our venue for conferences and Christmas parties.

Collect financial and performance data to inform management decisions (included in this is to gather & check all department outstanding invoices and ensure they get to accounts in a timely fashion

Collate weekly data regarding forthcoming events to present & inform all relevant staff eg caretakers, IT, catering, hospitality, to help with smooth running/organising of these events.

To help with the organisation of twice yearly KMC wedding fairs.

To promote and organise new initiatives such as additional fairs and exhibitions currently not held at KMC

To ensure all additional casual staff are booked to work/cover shifts where necessary

Assess learners as part of the training and development ‘arm’ of the department.

Support the work of the hospitality team as directed by the Operations Manager, for example dealing with enquiries, show rounds, catering development, bar work etc.

To work hands on during events if and when necessary.

To sell as many of the services of KMC as possible to each customer by using good communication skills

Help when required with all other Hospitality department duties such as internal or social customer queries and events.

Carry out duty management as required by the Operations Manager on a rota basis with other departmental staff (to include weekend, early morning & evening cover)

Cashing up and reporting takings

Use Kinetic booking system to record all activity of the hospitality team

Work within team to liaise with the catering manager (as appropriate) to ensure outstanding customer service.

Monitor, develop and action feedback through comments and surveys

Maintain good relations with customers, including staff, students and visitors

Maintain high standards of presentation and cleanliness of all Hospitality areas.

Any other duties which may arise as requested by the Hospitality Office in line with the level of responsibility and duties for the post

To undertake such personal staff development as is agreed to be necessary for the development of the role and the individual.

To take active responsibility for safeguarding and promoting the welfare of children and vulnerable adults in College.

To promote an active commitment to equality and diversity.

To set a high standard of professionalism. This will include maintaining regular contact with colleagues, students and customers verbally, in writing and via e-mail.
To monitor customer satisfaction and continually seek ways of improving the service for which the post is responsible.
To regularly review, adapt, and improve systems and procedures.
To support the College’s commitment to quality assurance including Investors in People and self-assessment.
To promote an active commitment to the College’s approach to sustainability.
To engage in the events industry, identify industry bodies and awards to raise profile of college.

This range of tasks should not be construed as definitive or exhaustive due to the changing external environment within which the College operates. Other duties may be required within the general scope of the post.

Person Specification

Essential / Desirable
Educational
Qualifications /
Experience /

GCSEs Grades A-C or equivalent in Maths and English.

Experience in the Hospitality industry
To be a personal licence holder
Assessors award or be willing to undertake training to obtain an appropriate assessors award.
Personal licence or prepared to undertake training

General management experience/qualification.
NVQ in Hospitality
An appropriate first aid qualification – either First Aid at Work or ‘Appointed Person’.
Sales and marketing experience.
To be a personal license holder (and SIA badge holder – Desirable not essential).

Knowledge /

Knowledge of licensing regulations and legal issues relating to the provision of public functions
Knowledge of Health and Safety procedures

Skills /

IT literate.
Ability to meet deadlines and prioritise workload.
Ability to write effective management reports.
Highly developed interpersonal and customer care skills.

Personal Attributes /

Self directed with a high level of personal drive.
Commitment to achieving excellence through continuous improvement.
Enthusiastic with ability to motivate.
Willingness and ability to tackle poor (casual staff) performance.
Ability to problem solve
An enthusiastic and flexible approach to work
Ability to communicate with clients and staff on a range of different levels
Supporting education and training activities of the College

Good sense of humour.
Keen to embrace and deliver change.

Other requirements /

Prepared to work flexibly to meet work requirements.
Current driving licence.
Commitment to safeguarding and promoting the welfare of children and vulnerable adults in college
Commitment to equal opportunities

Terms and Conditions:

This is a permanent appointment.
The Contract of Employment will be based on the provisions of the Kingston Maurward Support Staff Contract.
The salary for this post will be in the range of £14,228.00 (Point 15) - £19,490.00(Point 21) depending on experience, depending upon qualifications and experience.
Working Hours will be 39 per week during Monday to Sunday with flexibility to meet business needs.
The annual leave entitlement will be 25 working days to be taken during the period 1 September to 31 August plus agreed Statutory Bank Holidays and College closure days
The appointment is subject to the satisfactory completion of a 9 month Probationary Period.
The notice period will be one month on either side.
Membership of the Local Government Final Salary Pension Scheme is available.
The appointment is subject to the College receiving satisfactory references.
The successful candidate is required to advise whether they are aware of any health condition or disability which might impair their ability to effectively undertake the duties of the position as outlined above. This disclosure may result in a referral to the Occupational Health Advisor for a medical clearance prior to commencing employment.

ISA Registration and Criminal Records Disclosure

Under the Safeguarding Vulnerable Groups Act 2006, this post has been designated as having Regulated / Controlled (managers please amend) status. The College is unable to appoint anyone who is barred from working with children or vulnerable adults to a Regulated position. The College may be able to appoint someone who is barred from working with children or vulnerable adults to a Controlled position. This would be subject to a suitable risk assessment and is at the discretion of the College.

The offer of an appointment with the College is also subject to a satisfactory Enhanced Disclosure under the Protection of Children Act 1999 and the Police Act 1997. This means that when applying for a post, candidates will need to detail all convictions they may have – both ‘spent’ and ‘unspent’. The successful candidate will be advised of the Disclosure process in the letter offering them the appointment. Kingston Maurward College adheres to the Criminal Record Bureau Code of Practice in applying for Disclosures. Should you require a copy of the Code or our Policy Statements on the Recruitment of Ex Offenders or the Secure Storage Handling, Use, Retention and Disposal of Disclosures and Disclosure Information please contact the College Human Resources Manager.

Applications

Please return the completed Application Form by email or post to the address below:

HR Department, Kingston Maurward College, Dorchester, Dorset, DT2 8PY

The Closing Date for Applications is: Thursday 22nd January 2015 at 12 noon

Proposed Interview Date: Monday 2nd February 2015

Applicants for this position must complete a college employment application form. CVs will not be accepted.

For an informal discussion about the post, please contact James Parsons, Operations manager on 01305 215233 during normal working hours.

For further details on application forms or the recruitment process, please go to our website Alternatively, please contact A Griffiths,

The College welcomes applications from people with a disability and will offer interviews to all those who are able to reasonably fulfil the criteria outlined in this Job Description. If applicants with a disability shortlisted for interview require any assistance in attending please contact the College’s Human Resources Manager in order that alternative arrangements are made.

Following receipt of completed application forms, if you have not heard from the College within 2 weeks of the closing date regrettably you will not have been short listed on this occasion. All short listed applicants will be contacted within 2 weeks of the closing date or no later than 3 days prior to the interview date (where an interview date is specified).

Statement by appointed person:
(Section to be completed following offer of post to successful candidate)
I’m pleased to confirm my agreementto the terms, conditions and duties stated within this job description and agree to undertake the role of Conference and Events Coordinator at Kingston Maurward College.
Signed: ......
Print Name (Block capitals): ......
Date: ......