Hospitality Administrator (Catering)

Reporting To: Hospitality Director

Salary: £30,378 to £35,608 per annum, depending on experience, plus Oxford Weighting Allowance of £1,730 per annum.

Hours of work: 33.75 hours per week. Actual working hours will be agreed with the successful candidate and their line manager. Typical working hours fall between 8:00am and 6:00pm.

Annual leave entitlement: 30 days' per annum, in addition to bank holidays. Five days of annual leave must be taken during the College Christmas closure period.

Pension Scheme: Generous salary-based occupational pension scheme

Interview Dates: 20 and 24 August 2026

The purpose of this role is to provide comprehensive administrative support to the Hospitality Director and the Conference & Events Manager.

The Hospitality Administrator will be responsible for the core duties outlined below and will also provide wider administrative support to the Hospitality Director, working collaboratively with the Hospitality Administrator (Conference & Events) to ensure the efficient delivery of hospitality services.

Catering

The Hospitality Administrator (Catering) will:

• Prepare and distribute weekly menus for the Senior Common Room (SCR), Junior Common Room (JCR), and Summer Schools, using information provided by the Executive Head Chef. Produce comprehensive allergen information for all menus.
• Maintain and update the New College Food Safety Policy, ensuring the latest version is uploaded to the College website.
• Produce and print daily menu cards for the Senior Common Room and all special dining events.
• Liaise with the Hospitality Director and/or clients to confirm event requirements. Record bookings on the College's Kx booking system and prepare detailed function sheets for all term-time catering events.
• Process internal and external invoices for all catering-related events, ensuring accurate and timely billing.
• Coordinate and collate lunch orders for administrative staff.
• Manage communications and take messages on behalf of the Hospitality Director during periods of absence.
• Maintain accurate and comprehensive records of events, menus, invoices, and related documentation to support effective reference and reporting.
• Prepare detailed weekly reports for the Executive Head Chef and Kitchen Team, providing all relevant information for menu planning and service delivery.
• Produce large-scale spreadsheets and catering schedules for annual Summer School programmes to support kitchen operations.
• Liaise with the Warden's Office regarding events held in the Lodgings, ensuring all bookings are accurately recorded on Kx. Confirm event details and verify that appropriate payment arrangements are in place for third-party bookings.
• Develop and enhance financial recording processes within the Hospitality Department to support the reconciliation of internal and external catering events.

Conference and Events

The Hospitality Administrator (Catering) will:

• Undertake a range of administrative duties as directed by the Hospitality Director, working closely with the Hospitality Administrator (Conference & Events) and providing cover during periods of absence.
• Provide administrative support to Hospitality Managers as required to ensure the effective delivery of conferences, events, and hospitality services.

This list is not exhaustive, and the Hospitality Administrator (Catering) will be expected to undertake any other reasonable duties commensurate with the role as requested by management.

Qualifications and Experience

• Educated to A Level standard or equivalent (desirable).
• Previous experience within the hospitality industry (essential).

Knowledge and Skills

• Sound knowledge of general administrative procedures (essential).
• Ability to communicate knowledge and promote best practice (essential).
• Proficient in Microsoft Office applications, including Outlook, Word and Excel, together with experience of booking systems (essential).
• Excellent organisational skills with the ability to maintain accurate and detailed records (essential).

Teamwork

• Demonstrates the ability to work effectively as part of a collaborative team (essential).

Planning and Organisation

• Strong organisational and time management skills, with the ability to prioritise workloads and consistently meet deadlines (essential).

Communication and Customer Service

• A strong understanding of customer service principles and the ability to promote a customer-focused approach (essential).
• Excellent written and verbal communication skills (essential).
• Ability to build effective working relationships and communicate confidently with colleagues across all departments (essential).

• Annual travel pass, payment scheme (bus or train)
• Cycle to work scheme
• Employee Assistance Programme (24/7)
• Complimentary lunch provided on days when it is served, and the post-holder is on duty