Job summary
Are you organised, people-focused, and ready to make a difference behind the scenes? If so, the Catering Department at Dorset County Hospital wants to hear from you.
We're looking for an Admin Assistant to help keep our catering service running smoothly. This is a varied role where no two days are the same--you'll support everything from food ordering and stock control to managing staff functions and helping ensure patients receive safe, nutritious meals.
You'll handle calls, manage patient menu data, process invoices, support procurement, and help maintain accurate financial records. Working closely with our chefs and retail teams, you'll ensure we're well stocked and compliant with quality standards.
A key part of the role involves supporting our digital patient menu system, ensuring meal orders meet dietary needs, allergens, and nutritional guidelines. This work directly supports patient care and safety.
You'll also help compile reports, track production numbers, and assist with coordinating Trust events. We're a friendly, collaborative team, and we're looking for someone who's flexible, proactive, and ready to play a key role in Estates and Facilities.
If that sounds like you, we'd love to welcome you on board.
Main duties of the job
? Confidently use multiple digital systems to manage administrative tasks, ensuring accuracy and efficiency in all processes.? Collaborate with the chef and retail teams to oversee procurement and stock control, ensuring the department has the necessary provisions.? Work flexibly within Estates and Facilities to support operational requirements as needed.? Facilitate the patient meal ordering process through the designated menu system, ensuring smooth and timely food delivery.? Monitor at-risk patients' menus, taking into account nutritional needs, allergens, and special dietary requirements, and communicate relevant information to the appropriate team members.? Support and mentor junior or new team members, fostering their professional development while motivating the catering assistant team to deliver excellent service.? Maintain effective stock management, sourcing high-quality ingredients while adhering to quality assurance and control standards.? Demonstrate problem-solving skills to address operational challenges proactively.? Conduct basic data analysis, interpreting
About us
At DCHFT, we pride ourselves on the care we provide for our patients and the culture we create for our staff. We work hard to make a fair, inclusive environment for our staff.
Our Mission is to work in partnership to provide high quality, compassionate services and to nurture an environment where people can be at their best. Our vision is healthier lives, empowered citizens, thriving communities.
We are a Trust that celebrates diversity and is committed to creating an inclusive environment for all employees. We welcome applications from people from all underrepresented groups.
Job description
Job responsibilities
The administrative assistant plays a vital role in managing administrative tasks to support the efficient operation of the catering department.
Coordinating procurement and ensuring seamless communication between teams.
This role requires strong organisational, communication, and problem-solving skills, as well as the ability to work flexibly within Estates and Facilities.
Undertake clerical and general administrative duties, including handling enquiries, managing function bookings, filing, opening mail, answering calls, taking messages, and photocopying paperwork.
Collate financial information from supplier invoices, ensuring receipting, reconciliation, and ward recharges are completed accurately.
Report monthly financial statistics and maintain accurate procurement and budgetary data.
Conduct fundamental data analysis, compiling and presenting reports to support catering operations.
Manage procurement and stock control in collaboration with the chef and retail teams, sourcing and maintaining high-quality provisions and ensuring compliance with quality assurance and control standards.
The digital menu system supports the patient meal ordering process, ensuring efficient food delivery.
Monitor at-risk patients menus, considering nutritional requirements, allergens, and special dietary needs, and communicate this information to the relevant team members.
Assist the Kitchen & management team in compiling daily production numbers for patients, staff, and visitor meals to support procurement and budgeting.
Coordinate Trust functions, ensuring the electronic diary is updated and relevant information is shared with the assistant.
Support catering management by compiling relevant information and assisting with operational planning.
Mentor and support junior or new team members, fostering professional development and inspiring the catering assistant team.
Demonstrate strong problem-solving skills to handle operational challenges proactively.
Work dynamically within Estates and Facilities to adapt to operational requirements and ensure the smooth running of services.
Job description
Job responsibilities
The administrative assistant plays a vital role in managing administrative tasks to support the efficient operation of the catering department.
Coordinating procurement and ensuring seamless communication between teams.
This role requires strong organisational, communication, and problem-solving skills, as well as the ability to work flexibly within Estates and Facilities.
Undertake clerical and general administrative duties, including handling enquiries, managing function bookings, filing, opening mail, answering calls, taking messages, and photocopying paperwork.
Collate financial information from supplier invoices, ensuring receipting, reconciliation, and ward recharges are completed accurately.
Report monthly financial statistics and maintain accurate procurement and budgetary data.
Conduct fundamental data analysis, compiling and presenting reports to support catering operations.
Manage procurement and stock control in collaboration with the chef and retail teams, sourcing and maintaining high-quality provisions and ensuring compliance with quality assurance and control standards.
The digital menu system supports the patient meal ordering process, ensuring efficient food delivery.
Monitor at-risk patients menus, considering nutritional requirements, allergens, and special dietary needs, and communicate this information to the relevant team members.
Assist the Kitchen & management team in compiling daily production numbers for patients, staff, and visitor meals to support procurement and budgeting.
Coordinate Trust functions, ensuring the electronic diary is updated and relevant information is shared with the assistant.
Support catering management by compiling relevant information and assisting with operational planning.
Mentor and support junior or new team members, fostering professional development and inspiring the catering assistant team.
Demonstrate strong problem-solving skills to handle operational challenges proactively.
Work dynamically within Estates and Facilities to adapt to operational requirements and ensure the smooth running of services.
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential
- GCSEs (or equivalent) in English and Mathematics - Grade C/4 or above.
- Basic IT training (e.g., Microsoft Office or equivalent digital systems).
- Evidence of continuing professional development relevant to administration or catering.
Desirable
- NVQ Level 2 or 3 in Business Administration, Hospitality, or related field.
- Training in food hygiene or catering safety standards (e.g., Level 2 Food Safety Certificate).
- Familiarity with NHS policies or administrative systems.
KNOWLEDGE & EXPERIENCE
Essential
- Experience in an administrative role, ideally within a fast-paced or multi-functional environment.
- Experience using digital systems for data entry, reporting, or procurement.
- Understanding of stock control or ordering processes.
- Basic knowledge of dietary requirements, allergens, or patient-focused meal services.
Desirable
- Experience working within catering, hospitality, healthcare, or estates/facilities environments.
- Familiarity with patient menu systems, such as Datasym/MenuMark.
- Experience supporting compliance with regulatory standards (e.g., food safety legislation).
SKILLS & ABILITIES
Essential
- Strong organisational and time management skills.
- Excellent verbal and written communication.
- Ability to prioritise tasks and manage competing deadlines.
- Ability to prioritise tasks and manage competing deadlines.
- Attention to detail and accuracy in administrative and financial data.
- Ability to work independently as well as part of a team.
Desirable
- Problem-solving mindset with a proactive approach to operational challenges.
- Ability to mentor or support junior staff.
- Confidence in interpreting and reporting data.
- Comfortable working flexibly across departments in response to service needs.
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential
- GCSEs (or equivalent) in English and Mathematics - Grade C/4 or above.
- Basic IT training (e.g., Microsoft Office or equivalent digital systems).
- Evidence of continuing professional development relevant to administration or catering.
Desirable
- NVQ Level 2 or 3 in Business Administration, Hospitality, or related field.
- Training in food hygiene or catering safety standards (e.g., Level 2 Food Safety Certificate).
- Familiarity with NHS policies or administrative systems.
KNOWLEDGE & EXPERIENCE
Essential
- Experience in an administrative role, ideally within a fast-paced or multi-functional environment.
- Experience using digital systems for data entry, reporting, or procurement.
- Understanding of stock control or ordering processes.
- Basic knowledge of dietary requirements, allergens, or patient-focused meal services.
Desirable
- Experience working within catering, hospitality, healthcare, or estates/facilities environments.
- Familiarity with patient menu systems, such as Datasym/MenuMark.
- Experience supporting compliance with regulatory standards (e.g., food safety legislation).
SKILLS & ABILITIES
Essential
- Strong organisational and time management skills.
- Excellent verbal and written communication.
- Ability to prioritise tasks and manage competing deadlines.
- Ability to prioritise tasks and manage competing deadlines.
- Attention to detail and accuracy in administrative and financial data.
- Ability to work independently as well as part of a team.
Desirable
- Problem-solving mindset with a proactive approach to operational challenges.
- Ability to mentor or support junior staff.
- Confidence in interpreting and reporting data.
- Comfortable working flexibly across departments in response to service needs.
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.
