JOB PURPOSE
To ensure the effective and efficient support in the planning and delivery of Silverstone’s hospitality department. In accordance with the company brief, company policies and procedures, and within agreed budget and profit margins.
To support in the administration and planning duties across the department for the preparation, organisation, and delivery of Event Hospitality.
Where necessary support wider business departments associated to the hospitality operation.
You will help the hospitality team grow the events through introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.
SUSTAINABILITY
We don’t just look after our team and our fans. We want to look after our world too. We're committed in our responsibility to reach our zero-carbon goal. So, we've adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venue’s power - with all other energy from 100% renewable sources. Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.
KEY RESPONSIBILITIES
- Successfully support the hospitality department in all administrative duties required.
- Support with proposals and setting up of sales contract for smaller club events.
- Support the enclosure manager with any duties relating to the planning and delivery of the enclosure products at events.
- Support in the administration of all aspects to include but not limited to, booking systems, post-sale documentation, fulfilments of event packs including ticketing, budgets and purchasing.
- To help develop processes within all systems used in the department. Responsible for documenting as directed all aspects of race day hospitality events for handover, budget management, site planning, security and stewarding, traffic management, catering, entertainment and AV, cleaning, temporary facilities, signage, hostesses, furniture, emergency, and contingency planning to post event evaluation and final account reconciliation.
- Support in the management of budgets for all events, ensuring POs are raised in a timely manner and the budget is kept up to date.
- Accurately recording and communicating hospitality and catering event information to all stakeholders internally and externally.
- As and when required support other departments within a hospitality environment to include but not limited to customer service, ticketing, table planning, accreditation and inventory management.
- Support in the compiling of all event briefing packs for managers and supervisor.
- Support in the reporting of all event financials to the required internal stakeholders.
- Conduct post event reconciliation, review, and ensure all feedback is acted upon to affect positive change with agreed action plans.
- To ensure at all operational meetings actions and noted are taken and sent out to stakeholders to complete.
- To ensure all reporting deadlines are adhered to.
- To continually review and keep updated processes and procedures.
- To liaise directly with internal and external suppliers and contractors to order products and services in a timely and professional manner whilst ensuring purchase orders are raised in accordance with financial procedures.
- To ensure contractors appropriate documentation is correctly stored and checked prior to them coming to site. To work as part of the team to support workloads to ensure the commercial and operational success of the events.
- Compile and file the relevant health and safety paperwork for each event and reviewing where necessary to ensure all detail is correctly covered. To take on and support with additional projects within the business where required.
TEAM RESPONSIBILITIES
- Create a positive, proactive culture and environment within the department.
- Always promote the professional image of the company by ensuring high standards of both professionalism and personal presentation.
- Help to develop new ways and processes to excel the Hospitality offering at Silverstone Circuits.
TEAM RESPONSIBILITIES
- Create a positive, proactive culture and environment within the department.
- Always promote the professional image of the company by ensuring high standards of both professionalism and personal presentation.
- Help to develop new ways and processes to excel the Hospitality offering at Silverstone Circuits.
PERFORMANCE RESPONSIBILITIES
Performance will be monitored against the following:
- Objectives set through the Personal Development Review (PDR) process
- Ownership and completion of agreed business priorities in a timely manner
- Teamwork
KEY RELATIONSHIPS
- Hospitality Sales Team
- Catering Team
- Public Events Team
- Customer Service Team
- Ticketing Team
- Marketing Team
- Finance Department
- IT Department
- Venue Team
- External suppliers
KNOWLEDGE, SKILLS AND QUALIFICATIONS
- Minimum of 1 years’ experience working in an administrative role
- Commercially and operationally minded with a hands-on approach
- Ability to take ownership and problem solve, is proactive and self-motivated
- Works well as a team player and uses own initiative
- First class ‘host’ skills and passionate about customer service
- Excellent eye for detail, with strong organisational, time management & interpersonal skills
- Flexible approach in working hours – including weekends
- Advanced computer literacy in Microsoft products, especially in Excel, PowerPoint and Word documents
- Full clean UK driving licence
- Willing to go the extra mile in ensuring that customer requests and expectations are met
- Motivates and empower others to reach business goals by leading by example
- Be clear and articulate in oral and written communication
- An understanding of Risk Assessments and Health and Safety documentation desirable
