JOB DESCRIPTION

POST TITLE :  Reception, Catering and Facilities Assistant (Cygnet Court)

SALARY SCALE :  Points 4 to 6 on the College Payscale

DATE :  February 2012

GENERIC PURPOSE OF POST

To provide high-quality efficient and effective non-teaching support, assisting with the promotion of opportunities for learning thereby enabling all learners to achieve to the best of their ability. All staff are expected to support the College’s commitment to safeguarding and child protection.

JOB ROLE PURPOSE OF POST

 1.    To provide a professional, friendly and customer focused telephone and personal reception service for all customers, clients and visitors, both internal and external, to Cygnet Court.

2.    To provide high quality catering for course, meeting and conference attendees at Cygnet Court.

3.    To provide assistance with the preparation, tidying and clearing of meeting rooms.

COLLEGE RESPONSIBILITIES

In addition to the generic responsibilities referred to above, all colleagues employed directly in support of assisting with the provision of the teaching and learning experiences of students at Stratford upon Avon College are expected to undertake the following College related responsibilities.

 1. Flexibility

To work flexibly as part of a team with cross College responsibilities.

2. Marketing

To assist either directly or indirectly, with the recruitment, admission and enrolment of students and the marketing of courses in particular, and the College, in general.

3. Quality Assurance

To participate in undertaking all appropriate aspects of the College’s Quality Assurance systems.

4. Equal Opportunities

To adhere to and to promote the College’s policy on equal opportunities, entitlement and inclusiveness.

5. Staff and Continuous Professional Development

As identified, to participate fully in all appropriate activities designed to improve the quality of individual, team and College performance.

6. Health & Safety

Implement College Health and Safety systems and procedures.

7. Other Duties

Undertake other commensurate duties as may be required from time to time.

JOB ROLE RESPONSIBILITIES

The job requires knowledge of the procedures for a range of duties, some of which either singly or in combination, may have limited complexity together with the ability to operate associated equipment and/or tools.

2. Complexity of Task(s)

The job involves carrying out a limited number of uncomplicated, defined tasks, some of which are repetitive, under direct supervision.

3  Decision Making

The job involves working from instructions that define the task(s). Minimal personal initiative is required. The job is subject to close supervision.

4.Line Management Responsibility

The job involves no direct responsibility for the supervision, direction or co-ordination of other employees. The work may involve demonstration of own duties, or the provision of low level advice and guidance to new employees or others.

 5.Responsibility for Physical/Financial Resources

The job involves no direct responsibility for physical and/or financial resources but will involve indirect responsibility for the basic equipment and tools associated with the job.

6. Mental Effort/Level of Concentration and/or Emotional Demands

The job requires general awareness and limited sensory/mental attention but may involve limited periods of moderate work-related pressure e.g. working to deadlines.

 7. Working Environment

The job involves minimal exposure to disagreeable, unpleasant or hazardous environmental working conditions.

 HOURS OF WORK

The postholder will normally work 30 hours per week for 52 weeks per annum (less entitlement to annual leave and public holidays in England and Wales) and these will usually be from 11am-5pm Mondays to Fridays. Occasionally, the postholder may be required to start and finish at different times according to the needs of the business. The postholder may not take annual leave at the same time as the Reception and Finance Assistant except compulsory leave days announced by the College (eg between Christmas and New Year).

 CRIMINAL RECORDS BUREAU

  From time to time you may be required to undertake duties that involve unrestricted contact with children or vulnerable adults, therefore the offer of employment is subject to a satisfactory Standard/Enhanced Disclosure statement from the Criminal Records Bureau (CRB). A copy of the CRB’s Code of Practice is available on request.

SAFEGUARDING CHILDREN

The College is fully committed to Safeguarding Children and Vulnerable Adults and we follow safe recruitment practices in line with Government procedures.

SPECIFIC JOB ROLE DUTIES

Associated with the post of

POST TITLE:   Reception, Catering and Facilities Assistant (Cygnet Court)

 LINE MANAGER:  Deputy Commercial Director

 DATE:   February 2012

 NOTE:

The following specific Job Role Duties are current as at the date shown above. These duties will be reviewed, normally annually, and, in consultation with the postholder. The College reserves the right to make such changes as deemed necessary and appropriate in support of effective and efficient operational requirements.

RECEPTION DUTIES

In collaboration with the Reception, Finance and Facilities Assistant (RFFA):

    Take responsibility for ensuring that all visitors, staff and students are dealt with in a friendly and professional manner.

    Assist in ensuring that Reception is manned throughout the time that SBS is open.

    Deal with all situations that arise, including dealing professionally and courteously with potentially awkward, dangerous or difficult situations.

    Help to ensure that clerical records are maintained in relation to:

   Lost property

   Accidents

   Incidents

   Premises

   Maintain notice boards and displays in Reception and communal areas.

   Assist in ensuring that all business post is franked and dispatched promptly and take responsibility for liaising with the Post Office to ensure the     smooth running of this process.

    Assist with the processing and recording of all deliveries, ensuring the same are dispersed promptly and securely.

    Assist in managing Reception’s role in the College’s overall Incident Plan, liaising with the Compliance Manager and any other relevant people or organisations, internally or externally.

    Provide first aid when necessary and liaise with the College’s Nurse and Compliance Officer as appropriate.

CATERING AND FACILITIES 

The postholder will be responsible for ensuring that the kitchen facilities are maintained to high standards of cleanliness and that Health and Safety requirements concerning food safety in catering are fully adhered to.

 Conduct the daily temperature checks on kitchen refrigeration equipment.

 Ensure that food is prepared in accordance with appropriate Health and Safety standards.

 Ensure that catering is supplied when requested and the needs of the customers are met. Prepare and serve lunches and refreshments for delegates  at Cygnet Court which may occasionally include breakfast meetings, and open evening or weekend events. This may include shopping for and preparation of food as well as ordering from appropriate suppliers.

 Planning and coordinating conference rooms as required.

 Ensure that all mail received on behalf of participants in the SBS Membership Scheme is allocated to the correct pigeonhole.

 Maintain cleanliness of kitchen and ancillary equipment, including washing up.

 As required, liaise with external contractors to ensure the smooth and effective operation of Cygnet Court.

 Working with the Compliance Manager, ensure that the premises are operating to a standard over and above the ‘statutory regulation requirement’.

 Stock beverage machines as necessary and maintain supplies.

MARKETING

In collaboration with the Reception, Finance and Facilities Assistant:

1. Help to provide information and front line advice concerning the provision of courses, services and other facilities in collaboration with the Sales and Marketing team.
2. Assist the Sales and Marketing team, as required, to maintain up-to-date and comprehensive information about course and service provision.
3. Log enquiries where applicable, eg. Complete prospectus/information request forms and input onto database.
4. Work with the Marketing team using ‘Batch Book’ to ensure that promotional materials are despatched in a timely and accurate manner.
5. Support the Sales and Marketing team, as required.
6. Assist, when necessary, with marketing events to include evenings and weekends if necessary.

GENERAL

 In collaboration with the Reception, Finance and Facilities Assistant:

1. Maintain up to date computer records relating to room utilisation and bookings.
2. Operate software applications and produce reports, as required.
3. Assist with the maintenance of ‘quality’ documentation in line with College policies and procedures.
4. Provide support for sales and marketing events as required.
5. Ensure that training and meeting rooms are set up correctly in accordance with Cygnet Court procedures. Assist in preparing rooms for courses with paper, pens, water etc as and tidy down rooms after courses as and when required.
6. Attend internal and external meetings, as required.
7. Undertake all other duties as may from time to time be necessary in support of business operational effectiveness.