POSITION DESCRIPTION Position Number: 7004 Position Title: 130 Degrees, Operations and Client Coordinator Division: Commercial Services Department: 130 Degrees Employment Status: Full Time {1.0), Continuing Classification Level: Professional Level 5 Reports to: Operations Manager Reported to by: 130 Degrees Casual Operations Staff Incumbent: VACANT Date Effective: June 2016 Background: The Melbourne University Student Union Ltd (MUSUL Services) is a wholly owned subsidiary of the University of Melbourne which is governed by a board comprising University appointees and student representatives. MUSUL also provides support to the student representative organisation, University of Melbourne Student Union Inc. (UMSU), through the provision of physical and corporate infrastructure. MU Student Union Ltd and UMSU Inc. have entered into a Facilities and Services Agreement that forms the basis of their partnership and details the provision of certain MU Student Union Ltd infrastructure and procedures to UMSU. MUSUL employs the staff working within UMSU and provides the following services to students, and their organisations including: • Corporate Services (Finance, HR, OH&S, IT) • Facilities and Infrastructure; • Commercial Services; • Office of the CEO; UMSU Student Council has 12 student representative departments and consists of four Divisions: • Advocacy & Legal; • Arts and Entertainment; • Communications and Marketing; • Clubs & Volunteering. Page 1 of 6 United in our drive to enhance the student experience, we are committed to building a diverse, flexible and inclusive workforce. MUSUL embraces the policies and principles of equal employment opportunity and occupational health and safety. Divisional Overview: The Commercial Services division provides client focused and sustainable services in the following areas: Food & Retail Tenancies, Catering & Events, Regalia and Graduation Services, Retail ‐ Unistore, Vending machines and managing supplier arrangements. The division is continuously looking to add new and viable services for students and the University community. The main objective is to maintain and improve viability, deliver integrated and customer driven services adopting a team approach. Mission: "Creating and improving sustainable and socially responsible service for students, their organisations and The University". Vision: "Supporting Student Life" Values: Student Centred: Provide relevant, responsive and reliable services, facilities and student engagement opportunities that are valued by students and enhance their university experience; Provide informed and professional support, infrastructure and guidance to enhance student engagement. Respect: Courtesy and professionalism shown towards staff, students and the public in service delivery, communication and behaviour. Achievement: Deliver outcomes that support the organisations goals and values. Proactive: Sustainable: Informed, consultative and timely decision‐making, including relevant stakeholders, taking account of likely effects and impacts. Continually evolve while utilising resources responsibly. Page 2 of 6 Conduct and Behaviour: All employees are covered by the code of conduct and are expected .to observe standards of equity and fairness in dealing with other employees, students and members of the public by:  Acting in ways that foster and protect the business, reputation, best interests and welfare of MUSUL and UMSU and taking action to prevent unethical practices as appropriate; • Maintaining appropriate confidentiality, regarding personal and commercial matters; • Acting in good faith, ethically and in the best interests of MUSUL and UMSU; • Complying with MUSUL and UMSU policies and procedures, laws, regulations and standards that apply to us in our professional conduct; • Perform duties professionally and with skill, care and diligence; • Ensure that during working hours activities are confined to MUSUL or UMSU work requirements, unless prior written approval has been received from your Manager; • At all times treat students, colleagues and members of the public with courtesy, respecting their roles and duties; • Act honestly and fairly in all internal and external transactions and dealings with individuals and organisations. Position Summary: Support the delivery and administration of high standard, effective and efficient catering services and events to optimise financial business position and customer satisfaction. Under direction, supervise resources. Set high standards of engagement and professionalism in catering services. Promote and implement opportunities to increase revenues and improve business. Due to the nature of services delivered by 130 Degrees, the Operations and Client Coordinator will frequently be required to work early, late or weekend shifts. Key Responsibility Areas (KRA's): KRA1: Operations • First point of contact with client and operational staff. • Develop sound knowledge of 130 degrees services and products, prices and processes to provide customer services and support; • Prepare quotation for approval and on line orders, follow through to service delivery of an event. • Plan staff where required and deliver and the operations of events and catering including pre, during and after event; • Deliver events and catering services to customer specifications and in line with organisational requirements; • Assess and ensure that adequate resources and equipment are in place and on time and aligned to budget; • Ensure all events are set up and conducted in accordance with Occupational Health and Safety guidelines and requirements; • Maintain equipment inventory and conduct an inventory check as required or directed; • Ensure all events are conducted in accordance with liquor license requirements; • Incorporate sustainable food and service practices; and • Maintain presence and contact with clients before, during and following their event to ensure satisfaction and 130 Degrees reputation and position of professionalism in marketplace is upheld. Page 3 of 6 KRA2: Supervision • Support the recruitment, training and induction of staff; • Lead by example, train, mentor and motivate 130 Degrees casual staff in all operational activities and ensure staff are fully trained and supervised to provide services in correct use of all areas, equipment and maintenance; • Maintain the register of RSA staff in accordance with liquor license requirements; • Prepare and submit rosters and timesheets to meet customer requirements, budget and services (all rosters are to include supervision time if necessary). KRA3: Administration and Finance • Prepare and maintain where required administration work flow ensuring timelines for each are communicated; • Participate and assist in the preparation for costing, budgets and regular revisions as required; • Input and maintain Foodstorm or other system/s with accurate and up to date information on events and catering; • Assist in the review of suppliers and resources to identify efficiencies to maximise financial and service/operational aspects; • Prepare other ad‐hoc reports on resource use and catering services as required, and • Assist, as required, in the preparation of the 130 Degrees’ marketing and business plan KRA4: Liquor Licence Statutory Compliance • Ensure compliance with Victorian Liquor Laws; • Refresh knowledge and stay up to date with changes to liquor law & best practice, and • Ensure 130 Degrees serves liquor responsibly & promote responsible consumption by customers. KRA5: Projects • Participate in organisational, divisional, inter and departmental activities to promote events and catering services as directed; • Actively participate in organisational, divisional and Commercial Services projects, meetings and activities as directed; • Initiate changes, recommend solutions and support projects, and • Promote a team approach and support to all Commercial Services JOB COMPLEXITY, SKILLS & KNOWLEDGE Level of Supervision, Accountability & Extent of Authority: Maintain high standards of customer service, meeting budget expectations. Under general direction and in line with organisational requirements develop and implement new procedures and work methods to improve services and viability. Judgement, Independence & Problem Solving: Use judgement and initiative in the coordination of catering and events operations in accordance with policies and procedures, and provide suggestions for improvements. Professional & Organisational Knowledge: Demonstrated experience in the provision of high quality customer service, with a proven ability to remain calm and decisive under pressure. Requires experience in and understanding of event and catering operations, and the interaction and coordination of the related positions and processes in accordance with established policies and procedures. Page 4 of 6 Health & Safety and Environmental Responsibilities of Managers and Supervisors General Responsibilities Managers and supervisors shall ensure that in all areas and for all personnel within their management and control:  MUSUL Services and/ or University and divisional procedures for effective health and safety consultative arrangements are implemented;  elected HSR are provided with sufficient time and resources to effectively undertake their respective roles;  MUSUL Services and/or University and divisional procedures to define and document general health and safety responsibilities, authority to act and reporting requirements for all personnel are implemented;  MUSUL Services and/or University and divisional procedures to hold personnel accountable for their health and safety responsibilities are implemented;  MUSUL Services and /or University and divisional procedures for the systematic identification of workplace hazards, evaluation of their risk and controls to manage risk are implemented;  MUSUL Services and/or University and divisional procedures for reporting of hazards and incidents and for prompt response to investigate and rectify them are implemented;  MUSUL Services and/or University and divisional procedures for emergencies are implemented;  effective health and safety supervisory arrangements are implemented;  MUSUL Services and /or University and divisional procedures for health and safety, information, training and induction procedures of all personnel are implemented; Authority to Act Managers and supervisors' authorities to act are defined in: • University of Melbourne Statutes and Regulations • Individual position descriptions. Managers and supervisors have the authority to act to: • In all areas and for all personnel within their management and control, direct work to cease where the nature and degree of the health and safety risk results in an immediate and serious threat to the health and safety of any person. SELECTION CRITERIA Essential Skills and Qualifications: • Completion of a diploma qualification and at least 2 years catering; • Previous service, customer, operational and administrative experience; • Strong Coordination skills within a team environment with varied work functions; • Demonstrated ability to implement systems and processes to facilitate viable outcomes, and • Ability to work flexible hours inclusive of weekends as required. Desirable Skills and Qualifications: • Extensive experience in food and beverage service, particularly in catering. Conditions of Employment: Terms and conditions are in accordance with the MU Student Union Ltd Collective Agreement 2013 and any replacement agreement. Flexible working hours in line with business requirements during low and peak business periods. Additional working hours, particularly during peak periods, would be required from this role. I have read, understood and agree to comply with the position description. Page 5 of 6 I have read, understood and agree to comply with the position description. Signed: _______________________________________ Date: ___________ (Incumbent) Signed: _______________________________________ (Supervisor) Signed: _______________________________________ (Divisional Manager) Date: ___________ Signed: _______________________________________ (Human Resources Manager, MUSUL Services) Date: ___________ Date: ___________ Page 6 of 6