Job Description
Role: Events & Hospitality Manager
Reports to: Property Manager, East Fife
March 2015
Business Function: Property & Visitor Services
Pay Band/Starting Salary: Band D, £21,750
Location: Hill of Tarvit, Cupar, Fife,
Type of Contract: Permanent / full-time
KY15 5PB
Terms and conditions
The post is subject to the standard terms and conditions provided with the application pack and
the following special terms also apply: Accommodation may be available.
Working hours
40 hours per week at such times to suit the needs of the Property and will be confirmed by
Property Manager. This will include weekend and evening work as required to suit the business.
PURPOSE OF THE ROLE
This role exists to drive and deliver a wide programme of commercial events and activities within
the mansion house, garden, grounds and golf course at Hill of Tarvit; and to source sales and new
hospitality business opportunities for weddings, functions and corporate business and ensure
operational delivery of these activities to a high standard for the client. The purpose of the role is
to generate significant additional income to support conservation at the Hill of Tarvit Estate. The
post holder will work closely with collections care staff within the property to ensure collections
are protected from, and not damaged by, commercial activities and will also work closely with the
National Hospitality Manager based at our central office.
KEY RESPONSIBILITIES
The Key Purposes of the Job will be met by:
1. Develop and deliver the hospitality offering available at the property, including
weddings, corporate functions, golf packages, including catering (both in-house and
sub contracted catering offers).
2. Develop and ensure delivery of a varied programme of events within the mansion
house, and within the gardens/grounds and golf course areas of the property, in order
to generate additional income for the property. This is to be achieved by working in
conjunction with the Senior Property Assistant, Head Gardener/Greenkeeper,
volunteers, staff and stakeholders within the property which includes the 9-hole
hickory golf course. Event income contributes significantly to the property budget and
the post holder should liaise with department heads to ensure planned events are
accommodated within the mansion house or garden as appropriate. Some garden events
will be organised directly by the Head Gardener, but it is the role of the Events and
Hospitality Manager to support and promote these events in conjunction with those
organised, marketed and delivered by the postholder as part of a diverse range of
events offered at the property around the calendar year. Other commercial events will
require close working with the Senior Property Assistant who will be heavily involved
in the organisation and delivery along with his/her team of volunteer guides.
3. Develop a strong network of customers and clients within the area and within the local
communities. This is a key part of the role, and the post-holder must have a strong
sales ability and excellent interpersonal & relationship building skills. The postholder
will be responsible for operational delivery of all commercial events and hospitality
packages and there is a requirement for the postholder to be experienced in managing
functions and events and ensuring the smooth delivery in a pressured environment. A
large part of the business generated will be from golf-related hospitality and experience
in this area is desirable. The property also requires to be presented for hospitality
customers on various occasions and the postholder will be required to work with the
Senior Assistant and collections care staff to ensure the collection is not damaged
during events or functions.
4. Proactively develop relationships with key industry players, for example St Andrews
5* hotels, St Andrews University, VisitScotland Business Tourism, Fife Council,
destination management companies.
5. Develop a list of “preferred suppliers” to include function caterers, entertainment
specialists, outdoor activity providers, marquee hire (keeping in mind negotiating
commission rates etc).
6. Managing the property diary is a key element of the role such that hospitality revenue
is maximised within the available dates while ensuring conservation standards are not
compromised. Liaising with the Senior Property Assistant and Head
Gardener/Greenkeeper over the opening and functioning of the property.
7. Acting as Trust Duty Manager. Assuming overall responsibility for the security of the
house at such events & hospitality functions and to ensure that volunteers, staff and
contractors brought in to deliver events or hospitality services adhere to the Events
Manual guidelines. The Postholder will also be required to deputise at Hill of Tarvit
for the Property Manager – East Fife as Duty Manager from time to time on a rota
basis.
8. Managing allocated budgets to ensure that expenditure is prudent and ‘value for
money’ and income budgets are met and where possible exceeded in events, catering,
functions, and golf income. Ensure that income potential is maximised.
9. Managing equipment and supplies (such as banqueting furniture, catering equipment
and supplies, cleaning equipment and supplies, laundry) to ensure the operational
efficacy of functions, catering and events in the mansion house and that the safe
handling of the collection in its removal/storage during events is undertaken (by the
appropriate collections care staff) in coordination with the Senior Property Assistant.
10. Working within Health & Safety regime to ensure the H&S of staff/volunteers, clients,
and visitors within the context of the Trust’s “Safe System of Work” regime;
11. Public Areas; to liaise with the Senior Property Assistant and Head
Gardener/Greenkeeper as appropriate to ensure all public areas are maintained to a
high standard and that the public toilets in the car park are kept open and clean as and
when required for functions and events. Also to liaise and work closely with the Golf
Professional to ensure the golf facilities are kept up to the necessary standards required
by the Trust.
12. This is an active sales role with monthly sales targets.
The current duties of this job do require a criminal records (Disclosure Scotland) check to be
carried out.
SCOPE OF ROLE
People Management
o Direct line management of Manager, golf reception staff and volunteers, events
volunteers and staff brought in to work at weddings, functions and corporate
business. The post holder is expected to work closely with the Senior Assistant,
Head Gardener/Greenkeeper, Catering Supervisor/Manager and volunteers at Hill
of Tarvit as well as the external stakeholders at the property.
o Building and maintaining relations with catering and functions suppliers with
whom we have or could build business relationships for Hill of Tarvit.
o Working closely with specialist Trust staff (e.g. Collections Care, Curatorial, and
Hospitality) based at local and central support bases to ensure Trust policies and
standards are implemented.
Financial Management
o Delegated responsibility for the Events and Hospitality budget at Hill of Tarvit of £169k.
SKILLS, EXPERIENCE & KNOWLEDGE
The above outlines the key skills the job holder will need to possess and exercise. In addition, the
following is required:
Essential
o Significant sales experience and front-line interaction with customers;
o Operational experience in functions and events management;
o Ability and willingness to be hands-on in the delivery of the above points;
o Experience or willingness to be trained in the appropriate moving of furniture and
collections;
o Excellence in customer care skills;
o Attentive to detail with an eye for presentation and finish;
o Excellent interpersonal skills, with an ability to build strong, professional relationships
with a wide range of people;
o Excellent presentation skills;
o A proactive, can do approach.
Desirable
o Good IT skills;
o Previous experience of working with hospitality/catering suppliers and specialists;
o A genuine understanding of and belief in, the work of the National Trust for Scotland.
The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience &
Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to
amend these with appropriate consultation and/or request the post-holder to undertake any
activities that it believes to be reasonable within the broad scope of the job or his/her general
abilities.
Applications
Interested applicants should forward a completed application form to Human Resources
Department (Applications), The National Trust for Scotland, Hermiston Quay, 5 Cultins Road,
Edinburgh, EH11 4DF, by mail or by email via workforus@nts.org.uk, by first post (i.e. 10.00am)
on 13 April 2015. Interviews are likely to be held at Hill of Tarvit during late April 2015.