Catering Administrative Officer

We are recruiting for a Catering Administrative Officer who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients.
You will be a motivated, efficient, friendly individual, with excellent organisational, administrative and good interpersonal skills.
You will assist in all aspects of administration work within the office including, placing orders, maintaining systems, data entry and analyse, processing menus, dealing with customer requests, filing, typing and all other administration duties as required.
You will be expected to have excellent communications skills, to be able to work under pressure, be adaptable and be supportive to their team member as well as having the ability and initiative to work to work on your own and as part of a team. You will need to work within hospital policies and procedures and always uphold the values of East and North Herts.
Developing our staff is very important to us. East and North Herts offer fantastic development pathways and support apprenticeships.
Our Values are Include, Respect and Improve. It is important that you understand and refer to our values during your recruitment process and beyond., The Administrative Officer will assist in providing administrative and clerical support to the Catering Department, ensuring the efficient running of the Catering Office including , invoice processing and preparation, data input into the Catering financial system, telephone enquiries and consulting with wards, departments and suppliers as required and by managing Facilities computerised support systems.
(Training will be provided on all computerised systems), · To monitor and manage the ordering system and ensure that the values of orders committed are in line with the orders received.
· Order stock on the relevant system, issue stock to job and record delivery.
· To prepare order reports where necessary.
· Be an authorised super-user on Oracle invoicing system thus being able to move invoices as required and access helpdesk to check what payments have been made.
· Print off invoices for the Catering Dept from Saffron / Oracle, arrange approval, code and forward for payment using Saffron /Oracle.
· To pass invoices under an agreed limit once authorised.
· Ensure appropriate authoriser is aware of orders outstanding for approval and/or reallocate as appropriate.
· Liaise with the Catering Manager and team regarding order problems.
· Support the ordering of supplies through HSMC electronic ordering system or chosen system.
· Creating and processing orders through IPROC.
· Raise orders on behalf of Catering team, ensuring costs are allocated to appropriate departments/divisions e.g. hospitality re-charging.
Suppliers
· Deal with suppliers directly regarding invoicing and other issues.
· Chasing up credit notes.
· Initiate emergency callouts to companies as necessary.
Contracts
· Support monitoring of service contracts ensuring documentation is up to date.
· Advise Catering Management when contracts are due for renewal, chase companies for quotations and raise orders as requested.
Contractors
· Support the Catering function by ensuring the issue of identity passes to visiting contractors and provide them with infection control and other mandatory literature as required.
· Arrange access for contractors and Trust staff as required.
· Call in contractors as required.
Helpdesk and Enquiries
· Share operation of Catering helpdesk, download answer phone messages, and notify operational staff of service requests.
· Liaise with help line callers regarding clarification of requests.
· Feedback dockets and liaise with relevant departments re, job status as necessary.
· Liaise with Catering Managers/Supervisors regarding work requests.
· To answer telephone enquiries and assist with all enquiries relating to Catering services.
Additional duties
· A good working knowledge of departments/divisions within the Trust is essential due to the nature of service provided.
· Support menu clerk when required.
· To provide telephone support for the Catering department.
· To deal with face-to-face enquiries for the Catering department.
· To maintain filing and bring forward systems.
· Pass on complaints and Freedom of Information requests to relevant person, ensure timely response and return to complaints department - keep accurate log and files.
· Accurately type and dispatch reports, letters and other documents for the Catering Manager, Food Production Manager and Service Manager, as required.
· Open, process and distribute mail on behalf of department as required.
· File service report sheets.
· Maintain stationery stock.
Our values
We want our staff to believe in, demonstrate and live our values in everything we do.
Include
We value the diversity and experience of our community colleagues and partners, creating relationships and climates that provide an opportunity to share, collaborate and grow together.
Respect
We create a safe environment where we are curious of the lived experience of others, seek out best practice and are open to listening and hearing new ideas.
Improve
We are committed to consistently delivering excellent services and continuously looking to improve through a creative workforce that feels empowered to act in service of our shared purpose.
Committed to our Community
East and North Hertfordshire NHS Trust is committed to equality, diversity and inclusion for all job applicants, staff, patients and the wider community. We want to create a workforce which represents the communities we serve. We are on a journey to become a more inclusive organisation and we welcome applications from everyone regardless of their background. In particular we encourage applications from candidates with disabilities, and candidates from Black, Asian and Minority ethnic (BAME) backgrounds who are currently under-represented in various parts of our workforce .
We understand the importance of balancing work and home life. We are committed to support flexible working for our staff wherever possible and all our employees are given the opportunity to discuss potential for flexible working.
We are proud to be a Disability Confident employer and achieved our status in 2019.
We will remove barriers that prospective candidates might face at any stage of our recruitment process. If you have a disability and would like the advert in an alternative format, or would like to talk about how we can adjust the interview process to best support you, please contact us by emailing [email protected]
We are also proud to support our UK armed forces by supporting Reservists, Cadet Instructors, Veterans and military spouses/partners into employment and offering supportive policies that value their contribution to the community and to our Trust.
We are committed to being a carer-friendly environment, addressing the complex needs of families with caring responsibilities. In partnership with Carers in Hertfordshire, all our working carers have access to support from recruitment. We are also a member of Carers UK, providing resources to make balancing work and caring easier. Our approach is inclusive, recognizing diverse challenges and creating a supportive environment where carers feel valued.
When you apply...
Please note that vacancies may close prior to the advertised closing date in certain circumstances. Please ensure that you make your application as soon as possible.
All correspondence relating to vacancies will be via the e-mail address you have provided on your application form. Some servers automatically send e-mails to your junk mail so please check as well as your inbox.
As a publicly funded employer, we need to ensure we utilise our funds responsibly, this may mean we are unable to support sponsorship required to gain the right to work for particular positions. We strongly advise you to contact the line manager or a member of the Resourcing Team before applying to confirm if we will be able to support with sponsorship for that post.
Prince's Trust Support
If you're aged between 16 and 30 years-old, you can get FREE employability support from The Prince's Trust. The Prince's Trust will help build your CV and cover letter, offer advice and top tips for future interviews and support you with research about working in the NHS. Please contact Enquiries.H&[email protected] for support.
Secondments/Fixed term
Where a vacancy is advertised as a temporary position, the duration will be specified in the advert. If the vacancy becomes permanent towards the end of the specified duration, the successful applicant may not be required to re-apply and can be slotted into the role on a permanent basis if appropriate.
If you are an internal applicant applying for a temporary working arrangement, please see the attached notes on secondments

At East and North Hertfordshire NHS Trust, we are proud of the range of general & specialist services we provide & our 6,000 or so dedicated staff ensure our patients get the best care. Our ability to be flexible & innovative in the way in which we work and deliver our services to our catchment has never been more important than it is now.
We run the following hospitals:
+ The Lister Hospital, Stevenage
+ New Queen Elizabeth II (New QEII), Welwyn Garden City
+ Hertford County, Hertford
+ Mount Vernon Cancer Centre (MVCC), Northwood
We have ambitious plans to become an outstanding, patient-led Trust where dedicated staff provide high-quality, compassionate care to our patients. We continue to undergo significant transformation; our staff & patients are at the heart of delivering this ambitious agenda.We understand that finding and starting a new job is an important life decision. If you need reasonable adjustments for a disability, or a life event, such as menopause - so that we can consider your application fairly & to get the best out of you during the selection process, please let us know.
We are committed to a positive work life balance for our employees. Employees are entitled to seek to work flexible working patterns & we are committed to listen and consider all requests. Such requests, of course, have to be made & considered formally, & will need to be balanced against service needs, but our starting point will always be to find ways to support making them happen.