Admin & Compliance Coordinator

Located within York’s city walls and with views of York Minster, the hotel holds an enviable and proud position in the city and local community. Once the famed Headquarters of the North-eastern Railway Company, our magnificent building is bursting with original features and all the grandeur of its former life as the “Palace of Business” - making it a truly beautiful and inspiring place to work and grow.

Job Description

Position Purpose

To assist with the admin within the Food and Beverage department and to track and report Food Safety fulfilment within Food & Beverage/Kitchen departments. To provide coaching to ensure full compliance in line with statutory legislation and company standards. This role requires flexibility, however, the shift pattern will predominantly be Monday to Friday, 9:00-17:30.


Key Deliverables

• Provide administrative support to all Food and Beverage departments.

• Ensure Grand standards are maintained throughout Food & Beverage, including making sure all printed collateral is on brand.

• To coordinate and create menu designs in line with Marketing guidelines.

• To pick up our internal and external booking systems, payroll system, ordering system.

• Maintain good working relationships with guests and colleagues alike.

• Ensure the Food and Beverage and Kitchen departments are compliant with legislation and company standards.

• Carry out regular internal audits to highlight risks and opportunities.

• Provides guidance and coaching where necessary to achieve the required standards.

• Train new managers on compliance.

What We Offer

The Grand, York is proud to provide our team with a variety of benefits to enhance and drive engagement. We believe in consistent and tangible reward and recognition initiatives, and we put health and wellbeing firmly at the heart of our employer brand. Joining The Grand, York is not just a career, but a deeply rewarding journey with limitless opportunities to develop and grow.

• Fully funded and supported Apprenticeship programmes up to level 7
• Supervisory and Management development training programmes, Ignite and Inspire.
• Splendid Family discounts across our group - on accommodation, food and drink.
• Enjoy being creative with friends and family with a 50% discount on cookery classes in our Grand Cookery School
• We operate a monthly Grand Family shop, where you can buy bulk items to help with the cost of living.
• Discounted local NCP car parking and discount off local First bus travel.
• Experience our hotel as a guest with a complimentary guest experience for you and a guest within your 90-day probation period
• Monthly pay day treats and an annual ‘Thank You’ week – full of treats and activities.
• We celebrate our diverse workforce with awareness days and diversity lunches.
• Visit York discounts to visit local attractions and experience what our wonderful city has to offer.
• We love to recognise our Grand Family through Grand Star of The Month, Grand Celebrity of The Week, Probation Pass lunch and Long Service recognition dinner. Enjoy our annual Grand Family party, with many other social events throughout the year.
• Company Pension salary sacrifice scheme.
• Access to our Cycle to Work scheme through Green Commute Initiative to support health and wellbeing and our environment.
• Make a difference and join our Grand Goes Green Team, our Grand Plans Team to help organise our social events and raise funds for our nominated charities. There is also opportunity to represent your department in our Grand Family Forum.
• Fully funded and supported ESOL classes (English for Speakers of Other Languages)
• 12 Mental Health First Aiders onsite to provide signposting and initial support.
• Retail Trust Employee Assistance Programme (EAP) to give free, confidential 24-hour support and advice whenever you may need it.
• Employee referral scheme - refer a friend or family member and receive a £350 incentive payment.
• No split shifts, 2 days off together.
• Complimentary light breakfast, lunch, and dinner whilst on shift as well as complimentary tea, coffee and fruit.

About Us

The Grand is York’s only five-star hotel, situated in the very heart of the historic city. The property offers a splendid blend of Victorian elegance and modern sophistication and is known worldwide as a beacon of hospitality excellence. We are honoured to have been awarded the ‘Hotel of the Year’ Catey and we are also absolutely delighted to be named in The Sunday Times top 100 ‘Best Places to Work 2023’.

Along with our 207 guest bedrooms, we boast an award-winning rosette restaurant, The Rise, which holds the Conde Naste 2022 award for Best Afternoon Tea. In addition to this, our new fine dining restaurant, Legacy, provides the opportunity to elevate our dining offering and become leaders in the York food scene. We have a state-of-the-art Cookery School, are home to an atmospheric Spa, stunning Meeting and Event spaces and an In-Room Dining offering. Each day is unique and memorable at The Grand and we live to create special memories for our guests and our team.

Our vision is to be the UK’s most loved hotel. We pride ourselves on our values. We place emphasis on driving for results in all areas of the business, excellence in everything we do and genuine care for our Grand family, guests, and the environment.

Role in our Family

Our team are the heart and soul of The Grand, without them The Grand is just a beautiful building. We pride ourselves on the warmth of our Yorkshire welcome that each one of our guests receive. As a Admin & Compliance Coordinator, key to your role will be:


Food Safety and Compliance Responsibilities

• Undertakes audit checks for quality assurance in the Food and Beverage and Kitchen departments.

• Reports on compliance to the Hotel Manager, highlighting risks, and making recommendations for remedy and/or continuous improvement.

• Ensures Food Allergens training is in place and conducts regular audits of allergens procedures, including verifying allergens information for all dishes and ensuring menus are updated accordingly.

• Ensuring all hygiene and cleanliness practices are best in class.

• Working alongside the Food and Beverage management team to ensure that all Food Safety compliance is completed and up to date.

• Working alongside the Food and Beverage management and HR to ensure that all new starters are onboarding correctly, and compliance is completed.

• Investigates any food safety-related incidents and/or accidents to identify root causes, implement process improvements and ensure relevant training is provided to managers and team members where required.

Food and Beverage Admin

• Attend function sheet meetings and update the Food and Beverage teams as needed.

• Check Open Table daily to ensure any errors are picked up, dietary needs are on relevant comments, single diners are highlighted and upselling opportunities for guests celebrating special occasions are identified.

• Provide operational support if required.

• Answer and follow up on Trip Advisor and Open Table, reporting any comments to the Kitchen/management team on a weekly basis.

• Managing the online booking system, Open Table, checking for busy days and liaising with large parties of 8 or more guests, securing deposits and preorders.

• Ensuring rotas are uploaded to fourth by Wednesday of each and week, and that the team members hours are updated daily.

• Design, format and update all Food and Beverage menus in line with brand guidelines, incorporating new products, prices, and calorie information, and ensuring any spelling and grammatical errors are corrected before publishing. Print and distribute updated menus for all Food and Beverage departments as needed.

• Responding to any relevant Food and Beverage email enquiries.

• Assist the Marketing department by uploading events via Eventbrite, Food and Beverage collateral and update on low covers/opportunities for offers or promotions.

• When required, ordering of consumables for all Food and Beverage departments such as straws, napkins and the ordering of coffee and any food products for all departments.

• Manage a Food and Beverage events calendar for the year – what is going on in the city i.e. races, and anything else related to Food and Beverage i.e. York Races

• Promotion of Food and Beverage on Workplace

• Uniform ordering and controls.

What Happens Next

Does the Admin & Compliance Coordinator role suit your skillset? Apply now, this takes seconds, you’ll just need to provide some contact details along with a CV. Next, we’ll review your details, and if successful we’ll invite you to meet one of the team to learn more about you, your experience and let us tell you more about the Splendid Hospitality Group.
The Splendid Hospitality Group is an equal opportunities employer and a disability confident committed employer, committed to hiring a diverse workforce and sustaining an inclusive culture.