Catering Clerical Officer

Routine responsibilities include: The use of MS Office and Trust applications, along with menu processing, photocopying, filing, telephone communications and correspondence. Following the Trust ordering procedures and raise product orders as requested. Keeping up to date records, maintaining PC data files and personnel files. Carrying out payroll duties inputting timesheet data for staff. and updating records. as necessary. Providing information and relaying communications as applicable to the appropriate manager or department team. Maintaining key point of contact for telephone or e-mail enquiries and relaying information to department sections / staff as applicable. Co-operating with colleagues in other admin duties and undertaking related tasks in periods of annual leave or other absence., Providing Administration and Clerical support to the Catering Manager and Catering Department, involving the use of MS Office and Trust specific applications, along with menu processing, photocopying, filing, telephone communications and correspondence. Duties include being a central point for contact for wards, departments, and catering staff as well as contacts from external sources e.g., Suppliers. Routine responsibilities include carrying out catering staff payroll input, ordering supplies for the department using the Oracle procurement system, record keeping, maintaining PC data files, providing information, and relaying communications as applicable to the appropriate manager or department. Being the key point of contact for telephone and e-mail enquiries relaying information to department sections / staff as applicable. Co-operating with colleagues in other admin duties and undertaking related tasks in periods of annual leave or other absence. Personal · Consults with Catering Manager and management team to keep them informed and seek approval as appropriate. · Liaise with Kitchen Manager & Senior Chefs regarding Suppliers and Supplies Description, Quantities and Delivery Requirements. · Liaise with Catering Storeman regarding stock requirements, deliveries, booking-out stock, and stock control documentation. · Communicates with all catering staff as required to answer employment queries relating to payroll matters, Annual Leave and Absences (including Sickness reporting documentation) and general administrative requirements to maintain efficiency of the catering services. General The Catering Department employs 80 staff in the production and service of over 4000 meals each day for patients and staff together with additional services that include catering for meetings, hospitality & functions, Vending systems etc. The department provides services to all wards and many departments across the hospital site therefore good communication with all is essential to the efficiency of the catering operation. The Clerical Officer fulfils a very important role in providing an effective administrational and clerical support to the catering service that contributes to more patients being treated and being given higher quality care. As applicable to all NHS staff under the 'Agenda for Change', the Catering Clerical Officer must be committed to applying a partnership approach to "Assist new ways of working which best deliver the range and quality of service required, in as efficient and effective a way as possible, and organised to best meet the needs of patients" WORK RELATIONSHIPS For day-to-day duties, responsible to the Catering Service Management team for work allocation, consultation and instruction as well as seeking information, direction, or approval as appropriate. Responsible to the Catering Manager for all employment related matters including work performance. Working in co-operation with colleagues to maintain service continuity. 3 Principal Duties & Responsibilities · Principal responsibility for raising purchase orders through the Trust procurement ordering system to Catering suppliers in respect of goods and services requisitioned by catering department section managers.

• Reconciling 'Delivery Notes' and 'Official Orders' following procedure for receipting goods received and invoices, processing and forwarding these to Finance Department / Payments Section in a timely manner.
• Completing end of month procedure and submitting to Finance department for all service recharges.
• Keeping up to date records of Suppliers and Commodities, including current unit price information.
• Receipt of Function Catering requests and authorised order forms using computerised system for Function bookings and recharge summaries.
· Liaison with Catering Managers / Kitchen Manager regarding Menus, special requests etc., and Function Costing / Selling Prices.
• Communicating details of Function requirements, including final numbers to be catered for, to the appropriate section Manager or Supervisor, I.e., Kitchen and Restaurant.
• Maintaining an ordered filing system of Catering Booking Forms, Catering Provided and Recharge Details as applicable and completion of Charges for invoicing through the Trust Finance Department at month end.
• Open, sort, and distribute incoming correspondence, including notices and emails.
• Able to use all appropriate office equipment and to ensure that adequate stationery levels are maintained.
• Answer and deal with telephone queries, using own initiative in problem solving, and provide and efficient message communication service.
• Maintaining supply of menu forms for patients' meals ordering system through monitoring stocks and raising orders as applicable.
• Forwarding 'Official Order' copies to appropriate sections, I.e., Supplier, Finance, Stores (point of Goods Receipt).
• Receiving and collating documentation of Stock Receipt, Issues and Sales from information provided by Retail Outlets, e.g., Restaurant service points.
· Preparation of sales summaries relating to each for Month End Finance returns. · Carrying out general office duties including keeping staff personal files updated. · The reporting of faulty equipment to ATLAS as required. Education:
• Have an annual appraisal with catering manager to identify an individual's work strengths, weaknesses and highlight any training needs.
• Completes annual mandatory training as per the Trust requirements.
• Participates in own, and assists with others', induction programmes.
• Attends work orientation and in-service training courses if appropriate.
Communications:
• Always conducts self in a professional manner according to the Trust values
• Promotes the good name of the ward Department. and the Directorate
• Attends departmental meetings as required.
• Promotes harmonious working relationships within the team.
• Has a working knowledge of Trust policies and applies these to the working situation; keeps own knowledge of policies up to date
• Adheres to all Trust policies and procedures as required
  
  We are looking for an ambitious, energetic, enthusiastic, self-motivated person to join the catering team. The successful applicant must be committed to a high level of customer service, a good communicator and able to meet tight deadlines. They will be responsible for the general clerical and administrative duties within the Catering Department. Applicants require previous clerical experience, be computer literate, able to work as part of a busy team and possess accurate clerical skills.
The post is to provide administration and clerical support to the Catering Manager and Catering Services Department, involving use of Microsoft Office applications in addition to the Trust bespoke systems for purchase ordering and payroll input, including updating personal and department records, processing booking for hospitality service and processing supplier invoices daily.,
• Flexible approach to duties.
• Excellent communication skills, with the ability to deal with staff and suppliers.
• Effective organisation skills with ability to prioritise work to strict deadlines.
Desirable criteria
• Commitment to personal development., Literate / Numerate
• Minimum of 4 GCSE at Grade C or above including English and Maths
Desirable criteria
• NVQ level 2 in Customer Care
• ECDL, Previous experience working in an office environment.
• Working knowledge of Microsoft Office packages including Outlook, Excel and Word.
Desirable criteria
• Previous clerical experience in a NHS organisation
  
  At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., One LSC stands for 'One Lancashire and South Cumbria' because there is one team serving Lancashire and South Cumbria in a joined-up way. It is run by the five Trusts as a collaborative partnership. The Trusts that make up One LSC are:
• Blackpool Teaching Hospitals NHS Foundation Trust
• East Lancashire Hospitals NHS Trust
• Lancashire and South Cumbria NHS Foundation Trust
• Lancashire Teaching Hospitals NHS Foundation Trust
• University Hospitals of Morecambe Bay NHS Foundation Trust
The core principles of One LSC are: by bringing services more closely together we can deliver the best service possible, eliminate duplication, ensure value for money, work across different organisations to benefit from being able to share common systems and processes., BTH is part of the Lancashire & South Cumbria NHS Collaborative, therefore all roles will be required to support system wide working across the Lancashire & South Cumbria regions. Zero Tolerance Statement At Blackpool Teaching Hospitals we are committed to zero-tolerance. The Trust will not tolerate any form of sexual assault, bullying, harassment and discrimination and we will all take responsibility to speak up if we see or experience it. 'Zero tolerance' means that every allegation of a sexual offence, bullying, harassment or discrimination will be treated seriously. The Trust has implemented policies and procedures to address any of these incidents and allegations. Every allegation will receive prompt, thorough, efficient, and independent investigation. Independent means that the investigation will be conducted from someone outside of the team, division or externally. Values BTH are committed to fostering a positive and inclusive work environment where every individual is respected, valued, and supported. We recognise that our greatest asset is our people, and we strive to attract and retain professionals who embody our core values. To address previous challenges and promote a culture of excellence, we are seeking individuals who align with our renewed commitment to these values, The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust
• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.
Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £42.90 and for a Standard Disclosure £22.90 which includes a small handling fee.