HOUSE SUPERVISOR

JOB TITLE : House Supervisor

JOB GRADE: GMG/AM 2

LOCATION: The Governor-General’s Personal Staff

DEPARTMENT: The Private Establishment

UNIT: House

REPORTS TO: The Events Manager

MANAGES DIRECTLY : 10 employees

MANAGES INDIRECTLY : Not applicable

RELATES TO : Deputy Governor-General’s Secretary – Private, The Household Manager, ADC, Property Administrator

JOB PURPOSE

Under the supervision of the Events Manager, the House Supervisor, is responsible for the smooth and seamless provision of all food and beverage requirements of the areas designated as ‘ the House’ , in accordance with the requirements for planned and unplanned, formal and private events. The incumbent supports the Events Manager in the delivery of those services which are of the appropriate quality and standard with timely responsiveness and follow-through. The incumbent also provides information related to planning and procurement needs as well as record keeping.

The incumbent supervises housekeeping activities for the Main Building and related facilities across the King’s House property. The House Supervisor achieves the above by adhering to “A culture of excellence through people performance and partnerships .”

KEY OUTPUTS

All areas designated as the House are maintained in a clean and attractive manner. This includes furniture, carpets and service requirements.

The service needed for events, including dishes, polished silverware, linens and trays are maintained in a manner which is expected of King’s House and are delivered at the expected time.

Purchases are made and delivered within the agreed timeframe.

Records or reports are prepared and delivered accordingly.

Motivated, efficient and productive Staff whose output is in line with the requirements of the House.

Weekly Work Plans and reports.

KEY AREAS OF RESPONSIBILITY

Management/Administrative Responsibilities

Monitors Their Excellencies weekly, monthly and annual diaries in order to be kept abreast of, and ensure optimal response time and preparedness of areas and support services required for events.

Provides leadership and supervisory oversight for assigned Staff to ensure that the prescribed courtesies, customer service standards, and protocol are observed, and the required procedures for tasks are executed in keeping with established standards.

Conducts scheduled and unscheduled quality checks for all assigned tasks in areas under portfolio responsibility.

Reports all damages to items in keeping with established procedures. Implements corrective actions as required.

Monitors and maintains Authorized Access requirements for established sterile areas (i.e. Staff Kitchen, Main Kitchen, Pantry, and Main Laundry Room).

Prepares and submits weekly report on Housekeeping operations in keeping with established timelines.

Maintains First Aid kits held in assigned areas.

Technical/Professional Responsibilities

Ensures the smooth preparation and deliverables required for events which take place in all the areas of the House downstairs.

Supervises the detailed cleaning and upkeep of the main entrance to King’s House (Porte Cochère and Foyer), the State Ball Room, the Formal Dining Room, the Formal Drawing Room, the Morning Room, Conference Rooms, Museum and Library, all Office Suites, the Staff Canteen and Kitchen, the Main Kitchen & Pantry, the Main Laundromat, JCF Barracks, and Transport Centre.

Oversees the preparation of beverages stations and other requirements for events including, meetings, cocktail receptions, dinners, tours and lunches.

Utilizes the lists prepared for the service required at events and shops for groceries and other supplies as needed.

Verifies and confirms that all areas of the ground and first floor are properly cleaned, prepared and maintained according to agreed schedules and requirements:

Rooms, offices, restrooms and other areas are cleaned; floors are swept and mopped so that health standards are met.

Carpets, rugs, draperies and upholstered furniture are cleaned and vacuumed. Waste baskets are emptied, tea services and other utensils which have been used are moved, trash and waste taken to disposal area; toilet and cleaning supplies are appropriate.

Furniture, fittings and equipment are dusted and polished.

Supports the Events Manager in maintaining the aesthetics of the ground and first flows at King’s House in a manner which respects the quality and standard as required.

Polish silver accessories and metalwork such as fixtures and fittings;

Replenish supplies such as drinking glasses, linens and bathroom items.

Coordinates with the Property Administrator for periodic maintenance of tools and equipment in keeping with established maintenance schedules. Maintains service records.

Keeps proper records and monitors inventory of all equipment, tools, furnishings, brassware, silverware, flatware, glassware, linens, tables, fixtures and fittings, rugs, carpets, drapes in all assigned areas.

Performs any other job-related function as assigned by the Household Manager.

Departmental Human Resource Responsibilities

Provides leadership to direct reports; motivates them towards achieving goals and encourages a team approach.

Provides direct reports with a weekly project schedule related to their specific tasks and responsibilities. Ensures that output and performance are guided by team work.

Ensures that job rotation takes place among direct reports so that their experiences can become a motivating factor for learning.

Ensures that direct reports are proficient and efficient as required. Recommends to the Events Manager as and when the need for training arises.

Contributes to the Orientation Plan for each new Staff member.

Attends Staff meetings and submits any reports as required by the Events Manager.

Ensures that direct reports are aware of and adhere to the King’s House Standing Orders , relevant policies, standard operating procedures and other related regulations.

Other Responsibilities

Not applicable

PERFORMANCE STANDARDS

Furnishings, brassware, silverware, fixtures and fittings, rugs, carpets, drapes in all areas are maintained in a clean and attractive manner and to the required standard.

Laundry services are carried out in a timely manner, and at standard required.

Equipment and tools assigned are appropriately cleaned, serviced and maintained.

Guidelines with respect to food handling procedures, standards of sanitation and presentation are implemented and met.

The standards of customer service, personal presentation, efficiencies and cleanliness are upheld and/or exceeded.

Work plans for assigned staff are implemented and monitored. Quality checks conducted and corrective actions implemented as required.

Guidelines with respect to food-handling procedures, standards of sanitation and presentation are implemented and met.

Expectation with respect to cleanliness of furniture, carpets and all the areas is achieved and accomplished in accordance with an approved schedule.

Shopping lists are prepared and purchases are made in a timely manner.

The output of direct reports upholds all standards of customer service, personal presentation, efficiencies and cleanliness as required by policies and standard operating procedures.

REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION

Knowledge of King’s House Standing Orders , policies, standard operating procedures and other related regulations.

Knowledge of protocol, etiquette and customer service.

Knowledge of brassware, silverware, antiques and their care; knowledge of fabric care; household furnishings and their care.

Knowledge of food preparation, food service, cleaning food sanitation processes and products.

Knowledge and understanding of health and safety issues.

REQUIRED COMPETENCIES

Honest, loyal, and trustworthy, professional in personal conduct. Has impeccable integrity and dignity.

Thorough,