Catering Administrative Officer | East and North Hertfordshire NHS Trust

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 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)

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.

• The Lister Hospital, Stevenage
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• Hertford County, Hertford
• Mount Vernon Cancer Centre (MVCC), Northwood

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.

• To process order requests from Catering Management Team
• 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.

• Deal with suppliers directly regarding invoicing and other issues.
• Chasing up credit notes.
• Initiate emergency callouts to companies as necessary.

• 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.

• 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.

• 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.

• 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.

This advert closes on Friday 11 Oct 2024