Catering & Events Administrator

4 weeks ago

Cambridge, United Kingdom King's College Cambridge Full time

**Catering & Events Administrator**

**About Us**

King’s is a constituent College of the University of Cambridge. Founded in 1441 by Henry VI as a place of education, religion, learning and research, the College comprises around 130 Fellows, 650 undergraduate and postgraduate students and 275 non-academic staff.

The College is internationally recognised as a leading academic institution, boasting among its former students and Fellows, no fewer than eight Nobel laureates, including Patrick Blackett, Frederick Sanger,

Sydney Brenner, Philip Noel-Baker and Oliver Hart, as well as influential figures such as Alan Turing, E.M.

Forster, John Maynard Keynes and Bernard Williams. Among its most prominent living members are the novelists Zadie Smith and Salman Rushdie, astronomer Martin Rees, sociologist Anthony Giddens, anthropologist Caroline Humphrey, former chair of the Bank of England Mervyn King, philanthropist David

Sainsbury, molecular biologist Lesley Anne Glover, entrepreneur and computer scientist Hermann Hauser, composers Judith Weir (Master of the King’s Music) and Errollyn Wallen, the first black woman to have a composition performed at The Proms.

The undergraduate and postgraduate community is vibrant and diverse, priding itself on a friendly and inclusive atmosphere combining academic commitment with political engagement and a lively social and artistic scene. King’s has long been leading the way in undergraduate recruitment from the state sector. The

College works very hard to attract the best applicants, regardless of background, and to encourage academically outstanding students from underrepresented communities to study at Cambridge. In 2018 it launched a transformational Student Access and Support Initiative designed to improve equality of access and opportunity, and to help combat entrenched social and economic disadvantage.

**The Role**

We are seeking an efficient individual to provide professional administration to the Conference & Catering Department, ensuring delivery of high standards and value for money to both external and internal clients.

Reporting to the Conference and Events Sales Manager, the Catering & Events Administrator is part of a small team responsible for the smooth running of conferencing and events in College.

**Key Responsibilities**
- Answering telephone calls within the Conference & Catering office and redirecting as appropriate.
- Producing and printing menus, signs, client packs, posters, tickets, and conference aids to a high standard.
- Ensuring all internal bookings are electronically recorded and that information is input and maintained in the Kinetics system and kept updated.
- Maintaining administration systems to enable the department to have accurate and accessible records.
- Responding to initial enquiries in a professional and timely manner; establishing requirements and forwarding this to the relevant person.
- Collating and producing publicity mailing lists for existing and potential clients for specific events and other catering services offered by King’s.
- Ensuring the timely commencement of duties and being fully briefed on conference requirements and the related tasks for the day.
- Assisting with administration tasks associated with invoicing.
- Being flexible in approach, assisting wherever required to ensure the professional and prompt delivery of all conference services.
- Fostering good working relationships within the team and across all sections of the catering department.
- To undertake other ad-hoc work as reasonably requested by the Conference & Events Sales Manager.

**The Person**

We seek to appoint a pro-active individual with excellent interpersonal skills and attention to detail.

**Knowledge & experience**
- Education to at least GCSE level.
- Previous experience of working in an administrative role in an office (essential).
- Previous experience in a conferencing sales office (desirable).
- Excellent IT skills including experience of using Microsoft Office (Excel in particular) and databases.
- Ability and aptitude to develop new systems and procedures according to the changing needs of the department and clients.
- Excellent telephone manner.
- An understanding of food allergens (or willingness to undertake training).

**Personal skills & abilities**
- Able to work with honesty and integrity when dealing with College members and managing cash payments.
- Able to communicate effectively with a wide range of stakeholders from external clients, students, staff, and senior College members.
- Team player.
- Standards orientated with ability to work with accuracy and attention to detail (essential).
- Ability to work with mínimal supervision.
- Ability to keep calm under pressure and to meet deadlines.
- Ability to work with confidentiality and discretion.
- Smart appearance.

**Remuneration**

The post is offered at a salary of £22,441-£25,602 FTE per annum including bonus (*pay award pending*) dependent on experien

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