DEPUTY HEAD BUTLER FURTHER PARTICULARS EXTERNAL APPLICANTS Introduction The College is seeking to appoint an enthusiastic, well-presented, and effective hands on Deputy Head Butler to assist the Head Butler oversee and deliver the service in the Hall, Common Room, The Lodgings and other events within the College. All Souls College is a registered charity and is unique among Oxford colleges in having no students; it has a Fellowship of some 80 consisting principally of Research Fellows and holders of University posts. It also employs some 60 full and part-time staff. Further details of the College may be found elsewhere on the website, http://www.asc.ox.ac.uk. OUTLINE JOB DESCRIPTION The Deputy Head Butler will assist the Head Butler with the management and direction of the Dining Services Department, which includes staff serving meals and other refreshments to Fellows and their guests in all areas of the College, and will also assist in the supervision of the day-to-day duties of the College Cellarman to ensure the correct handling, stock control and service of wine. In this respect the Deputy Head Butler will take direction from the Wine Steward (a Fellow). The Deputy Head Butler will also take direction from the Steward of the Common Room, the Wine Steward, and Domestic Bursar and is in a general way responsible to the College Fellows and at formal meals, in the absence of the Head Butler, to the person presiding. The Deputy Head Butler is responsible to the Head Butler for the proper performance of his/her duties. In the absence of the Head Butler he/she will attend the regular meetings held by the Manciple and the Events Manager as required. Professionalism and commitment to the delivery of high quality catering services are essential as is initiative and flexibility and the ability to work under pressure when required. The applicant should have proven management and service skills in a comparable catering environment and be able to work effectively with colleagues and as part of a small team which the post-holder will lead in the absence of the Head Butler. The applicant must be able to adjust their hours in response to College need (actual hours worked may vary from week to week) and undertake evening and weekend work. The post holder s duties include:
1. To assist the Head Butler with, (or in his absence take responsibility for), the organisation and supervision of the Dining Services Staff, full-time and parttime, casual or seconded (Pantry and Buttery) on a daily basis, including daily rostering, provision of training and direction to Dining Services staff as required and inspecting work to ensure the highest standards of service are maintained; 2. To assist the Head Butler in (or in his absence, to take responsibility for) ensuring effective co-ordination with other College departments as appropriate and overseeing the provision of service of all meals and other catering services within the College premises, including the Warden s Lodgings; 3. In conjunction with the Head Butler; to help ensure that the servicing, maintenance and cleanliness of all areas of the Dining Services Department and its service areas including clearing away and washing up, the provision of clean linen, the tidiness and availability of newspapers and periodicals 4. In conjunction with the Head Butler, to help ensure that all members of the Dining Services staff fully understand their duties, are trained and adhere to the appropriate standards in all aspects of their jobs, including correct service at table, correct dress, and compliance with health and safety regulations; 5. To make effective use of the College IT systems to assist the Head Butler with the following duties: a. Maintaining and providing accurate documentation for the preparation of wages of staff members attached to the Common Room, including absences for holidays and sickness; b. Providing accurate records and attestation of all wine consumed at College and private functions or sales to the Wine Fellow, Bursary and the Manciple s office; c. Providing accurate records of all charges to be battelled to Fellows and the Warden for supplies and services received from the Common Room; d. To supervise the duties of the Cellarman and assist with the record-keeping of all wine orders, received into the cellar, and ensure the timely and accurate processing of the necessary documentation see that wines are properly binned, record their locations, and ensure that the cellar is kept in a tidy and orderly manner; e. To take part in stock-taking with the Wine Fellow and the Accountant, and to investigate any discrepancies; 6. To be responsible for the removal from, accounting for, and the return to the College Cellar of all wines, and for the manner of serving of all wines from the Cellar;
7. To ensure the safe-keeping, cleaning, proper handling and storage of all College silver, glassware, cutlery and crockery used or stored in Common Room and Buttery areas; and to bring to the attention of the Manciple any losses or necessary repairs/replacements; 8. To ensure all wastage is kept to a minimum and correct disposal of waste; 9. To ensure security of all stock at all times; 10. To carry out Health and Safety audits and to observe the College s policy on Health and Safety at all times; 11. Liaison with the Kitchen with regard to menus, food quantities, dietary and allergen information and general feedback on quality; 12. To maintain a smart appearance and wear the College uniform and PPE as supplied at all times when on duty; 13. To complete training designed to minimize occupational risks as advised by the Manciple or Head Butler; 14. To be familiar with and meet the requirements of the College employee handbook; 15. To report all problems, defect or difficulties to the Head Butler or, in his absence, the Manciple; 16. To undertake any other duties or tasks as reasonably directed or requested by the Manciple, Head Butler or College officer. This job description may be subject to review in consultation with the post holder. PERSON SPECIFICATION Professional skills and experience: The successful applicant will be educated to GCSE Level C or equivalent, have at least five years management experience in a catering environment as a senior butler, catering steward or similar front-of-house management and service role. The applicant will have had relevant experience within an academic or other similar environment and hold a formal professional qualification in catering or hospitality and in management. The post holder will have a keen interest and understanding of wines and their service and will hold a minimum qualification at WSET level 2, or possess equivalent knowledge. Previous experience in an Oxford or Cambridge college is desirable but not essential; the College is principally concerned to recruit someone forward-looking with up-todate service skills and other relevant experience who is keen to work in a college environment.
Essential skills and experience: In addition to having sufficient experience and very strong service and management skills, the successful candidate will also need to be able to demonstrate that he or she is, or has: 1. Experience in leading and motivating a team, undertaking effective supervision; 2. The ability to determine wine faults and maintain proper temperatures in order to showcase products at their maximum potential; 3. A comprehensive knowledge of food and beverage pairings and understanding of the way in which wine and food service works (including Butler and Silver Service) and the inter-relationship between food service and the Kitchen, combined with a strong commitment to excellent customer service; 4. The ability to communicate fluently and clearly in spoken English with Fellows, staff and third parties, to follow written instructions, and maintain accurate written records; 5. Good computer skills, with a workable knowledge of Microsoft Office and aptitude to learn new programmes, including the use of database systems (battels system) for stock management; 6. Ability to plan and monitor service delivery and performance; 7. A hands-on approach to the day to day running of the department; 8. Ability to manage change and adapt to unexpected requirements; 9. To be able to respond flexibly to the demands of the post including working evenings and weekends if required; 10. Reliable, trustworthy, capable of using own initiative; 11. Willingness and ability to share professional knowledge with staff in a confident and professional manner; 12. A team player who works cooperatively and flexibly within a team; 13. A flexible approach to work willing to help others; 14. A can do outcome focused attitude and hands-on practical approach, including working with and alongside staff and colleagues to achieve the required results; 15. Ability to inspire and promote the highest standards and best practice into all aspects of the Dining Services Department; 16. Excellent attendance and timekeeping; 17. Smart and well presented at all times; 18. Non-smoker. Desirable The successful candidate will possess a proficient knowledge of the relevant Health and Safety legislation within a catering establishment; and ideally be trained with
up-to-date certification in manual handling, first aid, basic food hygiene, food allergens and equality and diversity. REMUNERATION This is a flexible contract and the normal working hours for this appointment will be 40 hours per week, but additional working may be required at busy periods (up to a maximum of 48 hours a week). Additional hours are payable at overtime rates where an average of more than 40 hours a week, Monday to Sunday inclusive, has been worked over a term. The starting salary will be from 11.01 to 11.54 an hour ( 22,902 to 24,000 per annum) according to experience. PENSION An appointee will be enrolled automatically in the Universities Superannuation Scheme (USS) for which the minimum employee contribution is 8%. USS is a qualifying pension scheme, which means it meets or exceeds the Government s new standards for pensions; the College operates a salary sacrifice scheme in relation to employees contributions. HOLIDAYS Full-time domestic staff are entitled to 28 working days paid leave (the equivalent of 5.6 working weeks during a complete holiday year) inclusive of bank holidays (or alternative days decided by the College), plus holiday during the College closed period during the Christmas/New Year, and Easter. MEDICAL INSURANCE On satisfactory completion of probation, the appointee and his or her immediate dependants will also be eligible for medical insurance cover for which the College pays the premium although it should be noted that this benefit is taxable. APPLICATIONS Applicants should submit applications by Sunday, 10 th September 2017 to Staff Appointments at All Souls College, Oxford, OX1 4AL or by e-mail to staff.appointments@all-souls.ox.ac.uk, including: a covering letter explaining why you think you would be suitable for the post, including details of your experience and examples of how you have demonstrated the required skills and competences; a completed application form to include: your e-mail, your telephone number as well as your address; the names and contact details of two referees who have a good knowledge of your recent work and character. Please indicate in your application whether you are content for the College to contact them directly in the event of your
being shortlisted. The College also reserves the right to seek further references as appropriate; and the completed Equal Opportunity Monitoring questionnaire which should either be enclosed in a separate envelope (within posted applications) or attached by email with the application. Completed forms will not be seen by those involved in the selection process and will play no part in the selection process but the information provided enables the College to monitor the success of its equality policy. Shortlisted candidates will be invited to attend a formal interview during the week commencing Monday 11 th September. Any offer of appointment will be subject to the receipt of satisfactory references and successful completion of the usual preemployment checks. All Souls College is an Equal Opportunity Employer and welcomes applications from people of all backgrounds, including disabled candidates although it should be noted that the role of the Deputy Head Butler requires full mobility within the College which is not equipped with lifts. All applicants must be eligible to work in the UK and will be asked to bring proof to an interview. All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act 1998.