Job Purpose. The Clubhouse General Manager / Steward will be responsible for the effective day-to-day operation of the rugby clubhouse, bar and function facilities.The role will ensure that the clubhouse is welcoming, commercially successful, properly staffed and operated in accordance with licensing, health and safety, food safety and other relevant requirements. The postholder will oversee the Club’s catering operation, including planning, coordination, purchasing controls and compliance. The role does not include responsibility for preparing or cooking food. The postholder will also undertake approximately two scheduled bar shifts each week (14 hours) subject to the Club’s fixture and function programme.
Key Responsibilities
Clubhouse Management
- Manage the day-to-day operation of the clubhouse, bar, function rooms and associated facilities.
- Act as the main operational point of contact for members, visitors, customers, suppliers and contractors.
- Ensure that the clubhouse is clean, safe, secure and presented to a consistently high standard.
- Coordinate opening and closing arrangements, including alarm, keyholding and cash-security procedures.
- Ensure that rooms are correctly set up for rugby fixtures, club activities, meetings, private functions and community events.
- Identify maintenance and repair requirements and report or arrange these in accordance with the Club’s authorisation procedures.
- Monitor the use of utilities, equipment and supplies and identify opportunities to control costs.
- Attend relevant committee or management meetings and provide operational updates.
Bar Operations
- Manage the efficient and profitable operation of the clubhouse bar.
- Undertake approximately two bar shifts each week, including evening or weekend shifts where required.
- Prepare bar rotas and ensure appropriate staffing for matches, functions and other event - working at 25% wage %.
- Recruit, induct, supervise and support bar employees and casual staff, subject to committee approval.
- Ensure that staff clock in and out accurately and that working hours are properly recorded.
- Maintain appropriate stock levels and arrange timely ordering from approved suppliers.
- Complete regular stocktakes and investigate stock losses, wastage and discrepancies.
- Ensure that drinks are correctly priced and that agreed gross-profit targets are monitored.
- Maintain high standards of customer service and deal professionally with complaints or difficult situations.
- Ensure compliance with the Club’s premises licence, age-verification policy and responsible alcohol-retailing procedures.
- Support the Designated Premises Supervisor and ensure that licensing incidents are properly recorded and reported.
Catering Oversight
- Oversee the Club’s catering operation without being required to prepare or cook food.
- Work with the catering lead, chef or catering provider to plan menus and service requirements for fixtures, functions and club events.
- Ensure that catering requirements, menus and expected guest numbers are confirmed sufficiently in advance.
- Coordinate catering and clubhouse staffing to ensure effective service delivery.
- Monitor catering expenditure, sales, pricing, food margins and event profitability.
- Ensure that food and consumable purchases are made through approved suppliers and in accordance with agreed budgets.
- Review and authorise catering orders within delegated financial limits.
- Ensure that any payment or expenditure above the agreed limit—suggested at £100—receives prior approval from an authorised committee member.
- Oversee stock-control arrangements, including stock rotation, waste recording and regular inventory checks.
- Ensure that refrigerators, freezers and food-storage areas are clean, organised and used appropriately.
- Ensure that temperature checks, cleaning schedules, allergen information, date labelling and other compliance records are completed by the responsible catering staff.
- Escalate food-safety concerns immediately and ensure that corrective action is taken.
- Participate in meetings with prospective function customers where catering requirements need to be discussed.
- Ensure that the responsibilities of the catering team are clearly defined and that suitable cover is available.
- Liaise with environmental health officers and other relevant authorities when required.
Functions and Events
- Manage enquiries and bookings for private functions, club events and community activities.
- Meet prospective customers, conduct venue viewings and discuss room, bar, catering and equipment requirements.
- Prepare accurate function information and ensure that all requirements are communicated to the relevant staff.
- Maintain a central diary of rugby fixtures, functions, meetings and clubhouse activities.
- Ensure that deposits, hire charges and final balances are collected in accordance with Club policy.
- Coordinate staffing, room setup, bar service, catering and cleaning for each event.
- Provide a clear handover to staff working at functions and remain available to resolve operational issues.
- Follow up with customers where appropriate and encourage repeat bookings.
- Promote the clubhouse as a venue for private functions, meetings and community events.
Financial and Administrative Responsibilities
- Ensure that all bar and function income is correctly processed through the Club’s till and payment systems.
- Complete cashing-up, banking and reconciliation procedures in accordance with Club policy.
- Maintain accurate records of income, expenditure, stock, staff hours and function bookings.
- Produce regular operational and financial reports for the committee.
- Work within agreed budgets and delegated spending limits.
- Obtain committee authorisation for expenditure above the agreed threshold.
- Check supplier invoices and ensure that purchases have been received before invoices are submitted for payment.
- Protect the Club’s assets and immediately report suspected theft, fraud or financial irregularity.
- Support the preparation of annual budgets and provide information for financial reviews.
Staffing and Leadership
- Prepare fair and effective staff rotas based on fixtures, functions and anticipated demand.
- Ensure that staffing levels are commercially appropriate while maintaining service standards.
- Provide clear instructions, supervision and feedback to employees and casual staff.
- Ensure that new staff receive appropriate induction and training.
- Monitor attendance, punctuality, conduct and performance, escalating formal employment matters to the committee.
- Promote teamwork and maintain professional working relationships with employees, volunteers, coaches, members and committee representatives.
- Ensure that staff understand their responsibilities for licensing, customer service, cash handling, health and safety, food safety and safeguarding.
Compliance and Safety
- Ensure that the clubhouse operates in accordance with licensing conditions and Club policies.
- Complete and maintain appropriate health and safety checks, risk assessments and incident records.
- Ensure that fire exits, escape routes and emergency equipment remain accessible.
- Report accidents, incidents, near misses and safeguarding concerns promptly.
- Ensure that contractors and suppliers follow the Club’s site requirements.
- Maintain required records relating to equipment checks, cleaning, temperatures, training and compliance.
- Attend relevant training and maintain suitable qualifications for the role.
- Work with the committee to ensure that insurance conditions and legal requirements are met.
General Responsibilities
- Act as a visible and professional representative of the Club.
- Provide a warm and welcoming environment for members, visiting teams, guests and customers.
- Maintain confidentiality regarding Club, employee and customer information.
- Work flexibly during busy rugby periods, major fixtures and functions.
- Carry out other reasonable clubhouse-management duties consistent with the nature and seniority of the role.
Performance MeasuresPerformance will be assessed against areas including:
- Bar and function income.
- Achievement of agreed gross-profit and cost-control targets.
- Stock losses, wastage and purchasing performance.
- Function-booking levels and customer satisfaction.
- Compliance with licensing, food-safety and health and safety requirements.
- Staff attendance, rota effectiveness and wage control.
- Cleanliness, presentation and maintenance of the clubhouse.
- Accuracy and timeliness of financial and operational reporting.
- Feedback from members, visitors, customers and the committee.
Person SpecificationEssential
- Previous experience managing a licensed clubhouse, pub, hospitality venue, sports club or similar operation.
- Experience supervising employees, casual staff or volunteers.
- Sound knowledge of bar operations, stock control and cash handling.
- Experience coordinating functions or hospitality events.
- Strong organisational and administrative skills.
- Confident communication and customer-service skills.
- Ability to work independently and make sensible operational decisions.
- Ability to work evenings, weekends and bank holidays
- A responsible and trustworthy approach to cash, stock and Club property.
- Competence using email, spreadsheets, booking systems and electronic tills.
Desirable
- Personal Licence holder, or willingness to obtain the qualification.
- Level 2 or Level 3 Food Safety qualification.
- First-aid and fire-safety training.
- Experience within a rugby club, sports club or member-led organisation.
- Experience monitoring budgets, margins and management accounts.
- Experience promoting function facilities and developing new business.
Important Role ClarificationThe Clubhouse General Manager / Steward is responsible for overseeing and coordinating catering operations but is not employed as a chef or cook. Food preparation and cooking will be undertaken by appropriately appointed catering staff or contractors.The postholder may assist with non-cooking operational tasks during busy periods, but this should not prevent them from carrying out their management, compliance, bar and customer-service responsibilities.
Pay: £28,000.00-£33,000.00 per year
Benefits:
- Company pension
- Discounted or free food
- Free parking
- On-site gym
- On-site parking
- Relocation assistance
Work Location: In person
