Catering Clerical assistant

Integrated Care System; Darlington; On-site; GBP 10,000 - 40,000; Part time

Job summary

A healthcare organization is seeking a bank catering admin assistant to provide essential administrative support to the Facilities and Catering Managers. The role involves managing phone inquiries, ensuring accurate data entry, and maintaining efficient administrative processes. Candidates should have an NVQ in Business Administration and proficiency in Microsoft Office. The position is Monday to Friday with flexible hours and offers a pro-rata hourly rate. Ideal for those looking to contribute to healthcare services.

Benefits

Access to pension scheme

Night Shift Working Allowances

Bank Holiday Working Allowances

Qualifications

• Experience in working in clerical/administrative environment.
• Ability to liaise with external agencies and contractors.
• Experience dealing with timesheets and payroll information.

Responsibilities

• Provide admin support to Facilities Manager/Catering Managers.
• Deal with telephone enquiries and messages.
• Maintain accurate data entry to meet service requirements.

Skills

Effective interpersonal skills

Ability to use Microsoft packages

High degree of numeracy

Organizational skills

Education

NVQ Business Administration

Level 2 Maths and English

Tools

Microsoft Excel

Microsoft Publisher

Job description

We are looking for a bank catering admin assistan who cancover annual leave/sickness . they will be reuired to have qualifications andexperience in Business Administration

The shift pattern is Monday to Friday 7 am - 2.30pm althoughthere is some flixibility in the hours

The post holder will be responsible for the effective andefficient day-to-day administrative functions within the CPU Department, asrequired by the Facilities Manager.

The post holder shall work unsupervised and will provideadmin support to the Facilities Manager.

The post holder will be primarily responsiblefor the effective and administrative and clerical support service to the CPUDepartment, ensuring communications channels are maintained between appropriatestaff/visitor/patient groups with regard to operational services

Main duties of the job

Provide afull range of admin support to the Facilities Manager/Catering Managers workingwith minimal supervision.

Deal withtelephone enquiries, taking and conveying messages appropriately andredirecting inappropriate calls to support staff.

Operateefficient and up-to-date administrative systems and processes for all officetasks

Maintainaccurate and timely data entry to databases to meet service requirements

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

Providecover for any other member of clerical staff within the Facilities Department

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

Maintaingeneral stationary and controlled stationery stock levels.

Maintainand organise filing and reference systems within the department.

Complywith the Trusts Standing Orders, Policies and Procedures.

Placeorders on Trust software (Cardea) for service needs of Facilities, includingreceipt of service lines for services provided throughout the Trust

About us

SCL is a wholly owned subsidiary of County Durham and Darlington NHS Foundation Trust (CDDFT) set up to deliver a range of non-clinical services The company is a separate legal body to CDDFT.

SCL offers its own Terms and Conditions of employment which differ to the national NHS Terms and Conditions. As an employee in the company you will benefit from:

• Access to a pension scheme - National Employment Savings Trust (NEST) CDD Services will pay a 3% contribution (this is over and above the minimum contribution rate at the present time)
• Night Shift Working Allowances (where appropriate)
• Bank Holiday Working Allowances (where appropriate)

Bank work is offered on an 'as and when' basis with no guaranteed hours and will be paid on a pro-rata hourly rate for hours worked only

Job responsibilities

Service Delivery

Provide afull range of admin support to the Facilities Manager/Catering Managers workingwith minimal supervision.

Deal withtelephone enquiries, taking and conveying messages appropriately andredirecting inappropriate calls to support staff.

Operateefficient and up-to-date administrative systems and processes for all officetasks

Maintainaccurate and timely data entry to databases to meet service requirements

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

Providecover for any other member of clerical staff within the Facilities Department

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

Maintaingeneral stationary and controlled stationery stock levels.

Maintainand organise filing and reference systems within the department.

Complywith the Trusts Standing Orders, Policies and Procedures.

Placeorders on Trust software (Cardea) for service needs of Facilities, includingreceipt of service lines for services provided throughout the Trust.

Open, sortand distribute mail.

Liaisewith external Customers regarding cook-chill orders and input these orders ontodedicated catering software.

Provideproduction runs to CPU including usage reports, recipes, labels and deliverynotes adhering to strict deadlines on a daily basis using dedicated cateringsoftware.

Maintainstock control system on dedicated catering software by input of all supplierinvoice/delivery notes and all store issues to internal and externalcustomers. Also conduct stock takes andinvestigate any discrepancies as necessary.

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

StaffTimesheets - Preparation of all electronic timesheet information, recording andforwarding to Salaries & Wages to supplied deadlines. Liaise with Salaries & Wages in relationto pay queries, starters/leavers, and changes to contract.

Processany outstanding Invoices ready for payment by Accounts payable using Trustsoftware and liaise with Accounts Payable staff and suppliers regarding anyqueries regarding payment.

Input allCatering staff expense claims using Trust software.

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

Bookingand communication of all hospitality requests provided by Hollies Restaurantthroughout the Trust.

Calculateand raise timely recharges for both internal and external customers andcommunicate to Finance Department.

Implementationand communication of Christmas Lunch booking for staff and patients throughoutthe Trust.

Any otherduties required ensuring the efficient operation of the Service.

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

Communication

Thepotholder is expected to liaise with other members of catering staff to enablethe fulfilment of their duties. Where their duties bring them into contact withother groups e.g. other Trust staff, patients and their visitors / carers, aprofessional working manner should be adopted. When this contact includesmembers of the general public, common courtesy should be shown.

Development

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

HEALTH AND SAFETY RESPONSIBILITY

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

GENERAL

This job description is intended as a guide to the principalduties and responsibilities for the post and should not be considered anexhaustive list. It is subject to changein line with future development of the service.

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

Ensuring that information asset registers are maintained andaccurate

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

Identifying and reporting potential and actual informationsecurity incidents to the IAO

Consulting the IAO on information security incidentmanagement

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

Person Specification

Experience

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

• NVQ Business Administration(E)
• Level 2 Maths and English (E)
• Health & Safety (d)

Special Skills & Knowledge

• 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)
• 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.