Conference and Events Banqueting Manager – The Parkgate Hotel

The Celtic Collection Job Description DEPARTMENT Conference Events – The Parkgate Hotel POSITION Conference Events Banqueting Manager – The Parkgate Hotel GRADE Manager REPORTS TO Parkgate Hotel Manager Note: This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position.

Employees will be required to perform any other job-related duties assigned by their relevant Manager.

POSITION OVERVIEW

Responsible for all guest service aspects of the Conference and Events department, including all conference, event and banqueting operational planning and delivery. Additionally responsible for managing all aspects of the department, including but not limited to the C E team, financial performance and health safety considerations.

GENERAL Responsible for helping to maintain a customer-focused culture which support the values expressed in the Collection’s Purpose, Vision and Values and the Collection’s business goals of profitability and service quality. Establishes and maintain effective and positive relationships within the team as well as other departments.

Complies with the Collection’s Health and safety, Hygiene policies as well as all other Collection policies and procedures. Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible. 5. To ensure that resources are used effectively, minimising waste to protect our environment and to reduce costs. To perform related duties and special assignments as and when required. JOB FUNCTIONS Communication Responsible for communication through effective writing, speaking and listening skills. To encourage employees to actively participate in our progress through decision making and ideas. Responsible for regular dissemination of information which is to encompass organisational and individual activities. Budgets Responsible for monthly, quarterly and annual budgets in conjunction with the Senior Executive team. Standards Responsible for establishing and maintaining all Standard Operating Procedures (SOPs) within their department(s), including but not limited to employee, customer, financial and health and safety objectives. Controls Responsible for setting controls relating to the above set standards, enforcing these controls and taking appropriate action when necessary. Responsible for implementing high performance indicators for the department based on the controls devised. Structure Responsible for defining, implementing and maintaining a sound organisational structure within the department(s), focused on achieving the Collection and departmental goals and objectives. Responsible for defining and documenting job descriptions and person specifications and managing the Human Resource aspect of the department in line with Celtic Collection standards. Team Responsible for the recruitment, management and the disciplinary process in conjunction with the Human Resources Department for all employees within the department(s). Responsible for the welfare and wellbeing of all departmental employees, promoting the professional career development of the team. Responsible for ensuring that all staff appraisals are conducted routinely and effectively for all employees within the department(s) and that the results are actioned where required to ensure a personal development plan is set and maintained for each member of the team in the department. Delivery Responsible for ensuring all equipment, tools and supplies are available and maintain relationships with the suppliers of the equipment, tools and supplies. Responsible for the maintenance, security, computer systems, cleanliness and appearance of the department(s), both front and back of house. Responsible for delivering the product in accordance with set standards, exceeding the internal/external customer expectations. Analyses hotel Conference Event policies and procedures. Proposes, gains approval for and implements changes as appropriate, liaising with the appropriate managers, in order to provide a continual improvement in the standard of service. Observes guest reactions and confers frequently with the service team to ensure guest satisfaction. Anticipates guests’ needs, responds promptly and acknowledges all guests however busy and whatever the time of day. Monitors and handles any guest feedback to ensure total guest satisfaction. Meets group organisers/host(ess) prior to functions when necessary. Constantly monitors performance of team members front and back of house in all phases of service, ensuring that all procedures are carried out to Parkgate Hotel standards. Takes action as required to rectify any shortcomings on an individual or team level. Employee Care Holds regular meetings with the hotel C E team. Maintains the strictest levels of confidentiality when dealing with Celtic Collection/Parkgate Hotel and/or employee issues. Manages the recruitment and team performance of the C E team in line with Celtic Collection procedures. Conducts regular coaching, training sessions and appraisals for The C E team. Ensures that training plans are produced and training is carried out, in line with Collection and Parkgate Hotel standards. Conducts C E orientation and basic training with all new hires/agency personnel. Inspects grooming of team, ensures standards are set and maintained. C E Presentation Ensures function room set-ups and outlets are checked for cleanliness, working condition and proper furniture/equipment set-up; ensures any deficiencies are rectified. Ensures the final breakdown of function rooms/outlets and clean up is carried out to hotel standards. Constantly monitors back-of-house and front-of-house areas to ensure cleanliness, safety and maximum operational efficiency. Communicates with appropriate team members to ensure standards are maintained. Checks storage areas for proper supplies, organisation and cleanliness. Instructs designated personnel to rectify any cleanliness/organisation deficiencies. Business Care Sets business objectives with the hotel manager and General Manager. Ensures that 6 Monthly and Monthly training plans are produced and training is carried out, in line with Collection standards. Ensures all training is developed and delivered to meet the needs of the Hotel, the Collection and the Collection’s business objectives. Prepares the weekly C E forecast for the hotel in line with required guidelines. Analyses business levels and plans staffing levels to ensure levels of guest service and payroll costs are optimised, in accordance with agreed guidelines payroll % and business forecasts. Ensures that team members report to work as scheduled, documents lateness or absence, carries out return to work interviews as per Collection policy. Maintains complete knowledge of:

1. Micros and manual system procedures;
2. Daily functions;
3. Scheduled in-house group activities, locations and times;
4. Correct maintenance and use of equipment. Maintains complete and up-to-date knowledge of and ensures adherence to licensing regulations and all statutory requirements, particularly those prohibiting service to minors, intoxicated persons and drink driving. Runs the weekly function sheet meetings. Completes work orders for Maintenance and submits them. Contacts Maintenance directly for urgent repairs. Completes all relevant paperwork in accordance with hotel and Collection standards. Ensures that stock takes and inventories of operating equipment are carried out as required. Produces a monthly Business Review report for the General Manager to include general financial performance, development objectives achieved objectives for the following month. Participates in the preparation of the Hotel’s budget. Actively reviews/analyses costs and expenses in respect of the monthly departmental financial performance. Is responsible for all fire, health and safety issues in the department, ensuring compliance with all current and pending legislation. Actively works to ensure conservation of utilities i.e. gas, water and electricity. Performs related duties and special projects as assigned. Responsible for establishing and maintaining all SOPs within all C E areas including but not limited to employee, guest, financial and H S objectives. To maintain a hands on approach in all C E areas ensuring service and delivery standards are enforced and maintained. Carry out Duty Management shifts as required. Training Responsible for maintaining, setting and achieving training standards in conjunction with Human Resources and within set budgets. Leadership Responsible for the leadership of the team and individuals including frequent periods of internal/external customer contact to attain feedback on individual and departmental performance. You will also be responsible for internal/external complaint handling, for feeding back information to employees in a positive and constructive way. Also, providing solutions. Responsible for communicating the overall Collection and departmental goals and objectives and ensuring all employees are motivated to achieving these. Responsible for conducting daily weekly and monthly strategic departmental meetings, minuting these meetings and distributing the minutes to the employees. Team Building Responsible for the development of individuals, whilst promoting the importance of team work, contributing to team building sessions both within and outside the Collection. Checking Responsible for gathering information as required by the appropriate controls in place to determine achievement of high performance indicators. These controls include customer feedback, employee feedback, management feedback, financial performance and any other as required. Evaluation Responsible for compiling periodic reports based on the checking process. Responsible for analysing the information and applying management skills to determine outcomes, documenting these outcomes in the reports and communicating and distributing these reports within the department, to other departments and to Senior Executives. Innovation Responsible for taking the results of the evaluation and implementing changes to ensure continuous innovations and improvements are made within the department. Responsible for implementing these changes, communicating the changes as required, following up on the changes ensuring all controls and checking processes are in place to evaluate the success of the changes made. Responsible for monthly reporting on the success of the changes made.