Catering Administrator

YMCA Fairthorne Group; Southampton; On-site; GBP 24,000 - 28,000; Full time

Benefits offered by this job

25 days annual leave

Bank Holidays

Health cash plan

Employee assistance programme

Enhanced family leave

Blue Light Card

Gym discounts

Cycle to Work scheme

Professional development

Job summary

YMCA Fairthorne Manor is seeking an organised Catering Administrator to join our team. You’ll coordinate information, manage admin processes and ensure clear communication between operational teams and customers while supporting compliance and financial reporting.

You’ll work closely with the Head Chef, nurseries and schools to manage dietary requirements, menu communications and event catering arrangements, delivering reliable, high-quality service.

Qualifications

• at least two years’ experience within an administration, catering or customer-focused role
• strong organisational and multitasking abilities
• excellent attention to detail
• strong IT skills and confidence using a range of systems and software
• experience providing excellent customer service to internal and external customers
• understanding of food service, hospitality or catering environments
• awareness of health and safety requirements
• understanding safeguarding responsibilities and protection of others
• commitment to equality, diversity and inclusion

Responsibilities

• work closely with the Head Chef and catering team to support delivery of high-quality catering
• provide accurate monthly catering cross-charge information to the Finance Team
• support forecasting, pricing and menu communication for events and bookings
• coordinate with Marketing for events and catering requirements
• act as liaison between Fairthorne Catering and YMCA nurseries
• coordinate resolution of menu, dietary and transport issues
• maintain clear communication with internal and external customers
• support compliance processes and catering records
• liaise with Environmental Health Officers and regulatory bodies
• assist with implementation of food safety recommendations

Skills

Administrative experience

Catering/admin

Organisational skills

Attention to detail

IT skills

Customer service

Food service knowledge

Health & safety awareness

Safeguarding awareness

Equality & inclusion commitment

Tools

Microsoft Office

CRM systems

Job description

Great catering isn’t just about food. It’s about the people who make it happen.

Every day across YMCA Fairthorne Group, thousands of meals help create memorable experiences for children, young people, families and community groups. From residential stays and school visits to nursery provision and community programmes, high-quality catering plays an important part in everything we do.

Behind every successful catering service is someone ensuring the details are right.

The menus are communicated.

Dietary needs are understood.

Orders are coordinated.

Information is accurate.

And customers receive the support they need.

As a Catering Administrator at YMCA Fairthorne Manor, you’ll play a vital role in ensuring the smooth delivery of our catering operation, acting as a key link between our catering team, customers, schools, nurseries and colleagues across the organisation. Because excellent catering starts long before the food reaches the table.

What the role is really about

This role sits at the centre of our catering operation. Working closely with the Head Chef and wider catering team, you’ll help coordinate information, manage administrative processes and ensure clear communication between operational teams and customers. From supporting compliance requirements and financial reporting to coordinating dietary requirements and event catering arrangements, you’ll ensure our catering service remains organised, responsive and customer-focused. Your work will directly contribute to delivering a reliable, high-quality and innovative catering experience across YMCA Fairthorne Group.

What you’ll do

You’ll:

• work closely with the Head Chef to support the delivery of a high-quality catering service across YMCA Fairthorne Group
• provide accurate monthly catering cross-charge information to the Finance Team
• support forecasting, pricing and menu communication for events and hospitality bookings
• work with the Marketing Team to prepare for events and catering requirements
• act as the key liaison between Fairthorne Catering and YMCA nurseries receiving catered meals
• coordinate the resolution of menu, dietary and transport issues when they arise
• maintain strong communication with internal and external customers
• support compliance processes and maintain catering records and documentation
• assist with liaison and communication with Environmental Health Officers and regulatory bodies
• support the implementation of food safety recommendations and compliance requirements
• manage administrative communication relating to dietary requirements and special catering requests
• liaise with visiting schools, residential groups and customers regarding meal choices and catering arrangements
• maintain accurate records and ensure information is communicated effectively across teams
• provide excellent customer service to both internal and external stakeholders. Every detail matters.

This role is about more than administration

Yes, you’ll be managing information. Coordinating requests. Updating records. And supporting compliance. But you’ll also be helping create positive experiences for the people we serve.

A school visiting Fairthorne Manor.

A child with complex dietary requirements.

A nursery relying on meal deliveries.

A community event bringing people together.

Your attention to detail will help ensure their experience runs smoothly.

The person we’re looking for

We’re looking for someone who enjoys being organised, communicating with people and ensuring that nothing gets overlooked.

You’ll have:

• at least two years’ experience within an administration, catering or customer-focused role
• strong organisational skills and the ability to manage multiple priorities
• excellent attention to detail
• strong IT skills and confidence using a range of systems and software
• experience providing excellent customer service to internal and external customers
• an understanding of food service, hospitality or catering environments
• good awareness of health and safety requirements
• an understanding of safeguarding responsibilities and the protection of children, vulnerable adults and colleagues
• a commitment to equality, diversity and inclusion.

Most importantly, you’ll be:

• highly organised and efficient
• proactive and solution-focused
• an excellent communicator
• confident liaising with a range of stakeholders
• commercially aware with good financial understanding
• reliable and dependablepositive, creative and adaptable
• enthusiastic about supporting the work and values of YMCA Fairthorne Group.

Benefits that make a differenceMore time away from work
25 days’ annual leave plus Bank Holidays FTE, increasing with service up to 30 days, with the option to buy additional leave.

Celebration Leave
An additional day each year to celebrate something important to you.

Health and wellbeing
Access to our Health Cash Plan and Employee Assistance Programme.

Family support
Enhanced family leave provisions.

Everyday benefits
Blue Light Card eligibility, gym discounts and Cycle to Work scheme.

Career development
Professional learning and development opportunities across YMCA Fairthorne Group.

Part of something biggerYMCA Fairthorne Manor is part of YMCA Fairthorne Group, supporting children, young people and families across Hampshire and the Isle of Wight. Through residential experiences, childcare, youth work, accommodation services and community programmes, we help people develop confidence, independence and resilience. Our catering service is an important part of that mission. Every meal served. Every dietary requirement managed. Every customer supported. Contributes to creating positive experiences for the people we work with. And helps us achieve our wider ambition to help people:Belong. Contribute. Thrive.

Could this be you?

If you’re an experienced Administrator, Catering Administrator, Hospitality Coordinator, Operations Administrator or Customer Service Professional looking for a varied role where organisation, communication and attention to detail make a genuine difference, we’d love to hear from you.

SafeguardingYMCA Fairthorne Group is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. Successful applicants will be required to complete appropriate safer recruitment and pre-employment checks, including an Enhanced Disclosure through the Disclosure and Barring Service where applicable.

Equality, diversity and inclusionYMCA Fairthorne Group is committed to creating an inclusive organisation where everyone is treated fairly, with dignity and respect.

We welcome applications from people with different backgrounds, experiences and perspectives.