Catering Clerical Assistant
The closing date is 19 November 2025
Job summary
We are looking for a bank catering admin assistan who can cover annual leave/sickness . they will be reuired to have qualifications and experience in Business Administration
The shift pattern is Monday to Friday 7 am – 2.30pm although there is some flixibility in the hours
The post holder will be responsible for the effective and efficient day-to-day administrative functions within the CPU Department, as required by the Facilities Manager.
The post holder shall work unsupervised and will provide admin support to the Facilities Manager.
The post holder will be primarily responsible for the effective and administrative and clerical support service to the CPU Department, ensuring communications channels are maintained between appropriate staff/visitor/patient groups with regard to operational services
Main duties of the job
Provide a full range of admin support to the Facilities Manager/Catering Managers working with minimal supervision.
Deal with telephone enquiries, taking and conveying messages appropriately and redirecting inappropriate calls to support staff
Operate efficient and up-to-date administrative systems and processes for all office tasks
Maintain accurate and timely data entry to databases to meet service requirements
Prioritise own workload to meet the needs of the Catering service, Facilities Manager and Catering Managers and ensure all deadlines are met
Provide cover for any other member of clerical staff within the Facilities Department
Transmit, electronic mail, photocopy documents and circulate information on behalf of the Facilities Manager/Catering Managers, within Trust and departmental timescales.
Maintain general stationary and controlled stationery stock levels.
Maintain and organise filing and reference systems within the department.
Comply with the Trusts Standing Orders, Policies and Procedures.
Place orders on Trust software (Cardea) for service needs of Facilities, including receipt of service lines for services provided throughout the T
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:
- A Competitive salary
- 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 description
Job responsibilities
Service Delivery
Provide a full range of admin support to the Facilities Manager/Catering Managers working with minimal supervision.
Deal with telephone enquiries, taking and conveying messages appropriately and redirecting inappropriate calls to support staff.
Operate efficient and up-to-date administrative systems and processes for all office tasks
Maintain accurate and timely data entry to databases to meet service requirements
Prioritise own workload to meet the needs of the Catering service, Facilities Manager and Catering Managers and ensure all deadlines are met
Provide cover for any other member of clerical staff within the Facilities Department
Transmit, electronic mail, photocopy documents and circulate information on behalf of the Facilities Manager/Catering Managers, within Trust and departmental timescales.
Maintain general stationary and controlled stationery stock levels.
Maintain and organise filing and reference systems within the department.
Comply with the Trusts Standing Orders, Policies and Procedures.
Place orders on Trust software (Cardea) for service needs of Facilities, including receipt of service lines for services provided throughout the Trust.
Open, sort and distribute mail.
Liaise with external Customers regarding cook-chill orders and input these orders onto dedicated catering software.
Provide production runs to CPU including usage reports, recipes, labels and delivery notes adhering to strict deadlines on a daily basis using dedicated catering software.
Maintain stock control system on dedicated catering software by input of all supplier invoice/delivery notes and all store issues to internal and external customers. Also conduct stock takes and investigate any discrepancies as necessary.
Creation of new templates and amendment of existing ones on dedicated catering software for commodities, recipes, menus and cook-chill plans as necessary.
Staff Timesheets – Preparation of all electronic timesheet information, recording and forwarding to Salaries & Wages to supplied deadlines. Liaise with Salaries & Wages in relation to pay queries, starters/leavers, and changes to contract.
Process any outstanding Invoices ready for payment by Accounts payable using Trust software and liaise with Accounts Payable staff and suppliers regarding any queries regarding payment.
Input all Catering staff expense claims using Trust software.
Supply data to Catering Managers regarding amounts and costs of patients meals, CPU production, income and expenditure as required.
Booking and communication of all hospitality requests provided by Hollies Restaurant throughout the Trust.
Calculate and raise timely recharges for both internal and external customers and communicate to Finance Department.
Implementation and communication of Christmas Lunch booking for staff and patients throughout the Trust.
Any other duties required ensuring the efficient operation of the Service.
NOTE: The description of duties and responsibilities is a general statement and is not a precise definition of the scope and content of each post.
Communication
The potholder is expected to liaise with other members of catering staff to enable the fulfilment of their duties. Where their duties bring them into contact with other groups e.g. other Trust staff, patients and their visitors / carers, a professional working manner should be adopted. When this contact includes members of the general public, common courtesy should be shown.
Development
Commit to developing self and others. All managerial and supervisory posts must ensure staff have equal access to career progression and are appraised annually and have a PDP
HEALTH AND SAFETY RESPONSIBILITY
It is the responsibility of the individual to work in compliance with all current health and safety legislation and the Trusts Health and Safety Policy and to attend any training requirements both statutory and mandatory in line with the Trusts legal responsibility to comply with the Health and Safety and Welfare at Work Act 1974.
GENERAL
This job description is intended as a guide to the principal duties and responsibilities for the post and should not be considered an exhaustive list. It is subject to change in line with future development of the service.
INFORMATION ASSET ADMINISTRATOR (IAA) – Job description Clause
he post holder will be responsible for the operation of one or more information systems/assets within their area, department, care group or division this will include:
Ensuring that information asset registers are maintained and accurate
Ensuring that archive, retention and disposal requirements for the asset are identified and maintained
Identifying and reporting potential and actual information security incidents to the IAO
Consulting the IAO on information security incident management
Ensuring that all staff using the information asset follow associated policies and procedures.
Undertaking annual information risk management update e-learning
Person Specification
Experience
Essential
- Effective interpersonal skills (E)
- Experience in working in clerical/administrative office environment. (E)
- Ability to use Microsoft packages including Excel/Publisher (E)
Desirable
- 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
Essential
- NVQ Business Administration(E)
- Level 2 Maths and English (E)
Desirable
- Health & Safety (d)
Special Skills & Knowledge
Essential
- 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)
- Proficient IT skills (E)
Desirable
- 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.
Employer details
Employer name
CDD Services (Synchronicity Care Ltd)
Address
Darlington Memorial Hospital
Hollyhurst Road
Darlington
DL3 6HX
Employer’s website
For questions about the job, contact:
Food Services Manager
Claire Jeffrey
claire.jeffrey2@nhs.net
01325 743637
Date posted
05 November 2025
Pay scheme
Other
Salary
£13.95 an hour
Contract
Bank
Working pattern
Part-time
Reference number
M9439-25-0051
Job locations
Darlington Memorial Hospital
Hollyhurst Road
Darlington
DL3 6HX
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