Clerical Catering Assistant

NHS Jobs; Tees Valley; Hybrid; GBP 19,000 - 25,000; Part time

Job summary

SCL within the NHS framework seeks a bank catering admin assistant to cover annual leave and sickness. Qualifications in Business Administration are required, with Monday to Friday shifts 7 am–2.30 pm and some flexibility in hours.

The post holder will provide day-to-day admin support to the Facilities Manager, work unsupervised, and handle clerical duties for the CPU/Catering department, ensuring smooth communications.

Qualifications

• NVQ Business Administration relevant to clerical work.
• Level 2 Maths and English completed.
• Knowledge of health and safety requirements.

Responsibilities

• Provide full admin support to Facilities Manager and Catering Managers with minimal supervision.
• Deal with telephone enquiries and convey messages appropriately.
• Operate and maintain administrative systems for office tasks.
• Maintain accurate data entry and filing systems to meet service needs.
• Prioritise workload to meet deadlines and support staff across the department.
• Open, sort and distribute mail and manage stationery stock.

Skills

MS Office

Interpersonal skills

Clerical skills

Data entry

Stock control

Education

NVQ Business Administration

Level 2 Maths and English

Health & Safety knowledge

Tools

Microsoft Office

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

About us

Where available, visa sponsorship is subject to the role meeting the Home Office Skilled Worker eligibility requirements. This includes, but is not limited to, the role being eligible for sponsorship and meeting the applicable salary threshold and other immigration requirements. Eligibility for sponsorship will be assessed in line with current Home Office guidance.

This is a legal and regulatory requirement, and we cannot proceed with sponsorship until UKVI has completed the approval process.

We regret any inconvenience this causes. Our decision is based solely on our current regulatory position and is not related to your suitability for the role or any personal characteristic.

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 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,sort and 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, CPUproduction, 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 progressionande 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.

he 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 in information security incidentmanagement

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

Person Specification

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)

Qualifications

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

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)

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.