Catering Clerical assistant

Job description

Job responsibilities

Service Delivery

Provide a full range of admin support to the Facilities Manager/Catering Managers working with minimal supervision.

Deal with telephone enquiries, taking and conveying messages appropriately and redirecting inappropriate calls to support staff.

Operate efficient and up-to-date administrative systems and processes for all office tasks

Maintain accurate and timely data entry to databases to meet service requirements

Prioritise own workload to meet the needs of the Catering service, Facilities Manager and Catering Managers and ensure all deadlines are met

Provide cover for any other member of clerical staff within the Facilities Department

Transmit, electronic mail, photocopy documents and circulate information on behalf of the Facilities Manager/Catering Managers, within Trust and departmental timescales.

Maintain general stationary and controlled stationery stock levels.

Maintain and organise filing and reference systems within the department.

Comply with the Trusts Standing Orders, Policies and Procedures.

Place orders on Trust software (Cardea) for service needs of Facilities, including receipt of service lines for services provided throughout the Trust.

Open, sort and distribute mail.

Liaise with external Customers regarding cook-chill orders and input these orders onto dedicated catering software.

Provide production runs to CPU including usage reports, recipes, labels and delivery notes adhering to strict deadlines on a daily basis using dedicated catering software.

Maintain stock control system on dedicated catering software by input of all supplier invoice/delivery notes and all store issues to internal and external customers. Also conduct stock takes and investigate any discrepancies as necessary.

Creation of new templates and amendment of existing ones on dedicated catering software for commodities, recipes, menus and cook-chill plans as necessary.

Staff Timesheets - Preparation of all electronic timesheet information, recording and forwarding to Salaries & Wages to supplied deadlines. Liaise with Salaries & Wages in relation to pay queries, starters/leavers, and changes to contract.

Process any outstanding Invoices ready for payment by Accounts payable using Trust software and liaise with Accounts Payable staff and suppliers regarding any queries regarding payment.

Input all Catering staff expense claims using Trust software.

Supply data to Catering Managers regarding amounts and costs of patients meals, CPU production, income and expenditure as required.

Booking and communication of all hospitality requests provided by Hollies Restaurant throughout the Trust.

Calculate and raise timely recharges for both internal and external customers and communicate to Finance Department.

Implementation and communication of Christmas Lunch booking for staff and patients throughout the Trust.

Any other duties required ensuring the efficient operation of the Service.

NOTE: The description of duties and responsibilities is a general statement and is not a precise definition of the scope and content of each post.

Communication

The potholder is expected to liaise with other members of catering staff to enable the fulfilment of their duties. Where their duties bring them into contact with other groups e.g. other Trust staff, patients and their visitors / carers, a professional working manner should be adopted. When this contact includes members of the general public, common courtesy should be shown.

Development

Commit to developing self and others. All managerial and supervisory posts must ensure staff have equal access to career progression and are appraised annually and have a PDP

HEALTH AND SAFETY RESPONSIBILITY

It is the responsibility of the individual to work in compliance with all current health and safety legislation and the Trusts Health and Safety Policy and to attend any training requirements both statutory and mandatory in line with the Trusts legal responsibility to comply with the Health and Safety and Welfare at Work Act 1974.

GENERAL

This job description is intended as a guide to the principal duties and responsibilities for the post and should not be considered an exhaustive list. It is subject to change in line with future development of the service.

INFORMATION ASSET ADMINISTRATOR (IAA) - Job description Clause

The post holder will be responsible for the operation of one or more information systems/assets within their area, department, care group or division this will include:

Ensuring that information asset registers are maintained and accurate

Ensuring that archive, retention and disposal requirements for the asset are identified and maintained

Identifying and reporting potential and actual information security incidents to the IAO

Consulting the IAO on information security incident management

Ensuring that all staff using the information asset follow associated policies and procedures.

Undertaking annual information risk management update e-learning

Person Specification

Experience

Essential

• Effective interpersonal skills (E)
• Experience in working in clerical/administrative office environment. (E)
• Ability to use Microsoft packages including Excel/Publisher (E)

Desirable

• Experience of liaising with external agencies and contractors.(D)
• Experience of compliance with NHS and catering sector (D)
• Finance experience (D)
• Experience in dealing with timesheets and payroll information. (D)

Qualifications

Essential

• NVQ Business Administration(E)
• Level 2 Maths and English (E)

Desirable

• Health & Safety (d)

Special Skills & Knowledge

Essential

• High degree of numeracy and well developed information handling and information technology skills (E)
• High level of interpersonal and organisational skills (E)
• Capacity to work to tight deadlines in a high-pressure environment whilst continuing to deliver high quality work. (E)
• Proficient IT skills (E)

Desirable

• Knowledge of SCL and Trusts policies and procedures, particularly HR management policies and procedures and to be able to advise other staff) (D)
• Knowledge of Data Protection and Caldicott Principles and demonstrate understanding of confidentiality and the associated legal and policy requirements(D)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

CDD Services (Synchronicity Care Ltd)

Address

Darlington Memorial Hospital

Hollyhurst Road

Darlington

DL3 6HX

Employer's website

https://www.cddft.nhs.uk/ (Opens in a new tab)