Name of Organisation

VERSION 1

NHSWESTERN ISLES AGENDA FOR CHANGE

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Clerical Officer

Department: Hotel Services Department

Accountable to: Hotel Services Manager

Responsible to: Assistant Hotel Services Manager

Job Holder Reference:

No of Job Holders: 1

2. PURPOSE

The postholder will provide efficiently and effectively a variety of clerical and staff support duties for the Hotel Services Department, which requires a range of skills and a knowledge of organisational policies and procedures, including Quality Improvement Scotland (QIS), Standards Food, Fluid and Nutrition in hospitals.

3. ORGANISATIONAL CHART

Hotel Services Manager | Hotel Services Assist. Manager | Hotel Services Kitchen Superintendant | | Hotel Services Clerical Officer VERSION 1

4. SCOPE AND RANGE Responsible for the processing and compilation of approximately one hundred patient menu cards, offering a multiple choice menu for breakfast, lunch and evening meals whilst highlighting special and ethnic diet requirements, using the menu mark system. Co-ordinates office services such as collating payroll information, staff personal file control and other administrative activities for the Hotel Services Department. 5. MAIN DUTIES/RESPONSIBILITIES

(a) Responsible for the efficient administration and co-ordination of the Hotel Services Department office. (b) Ability to deal and act upon Hotel Services enquires and telephone calls. (c) Responsible for processing and collating of patient menu cards daily, including special and ethnic diets. (d) During periods of annual sick /leave, the postholder is responsible for operating the temperature control system and taking corrective action on alarms as required. (e) To ensure confidential information, eg staff personal files to be stored in securely locked cabinets. (f) Responsible for clerical duties which may include the processing of memorandums, letters, reports, filing, menu tabulation, photo-copying, processing orders, and invoices. (g) Liaising with the Kitchen Superintendant and Store Keeper/Catering Assistant with regard to stock control and ordering of goods including using the Pecos system. (h) Maintaining menumark data base information, recipes and provisions costs as required and directed by the Hotel Services Manager. (i) Responsible for maintaining the Hotel Services Supervisors record cards and documenting annual and sick leave. (j) Responsible for ensuring that the Hotel Services pay roll data are timeously entered for authorisation and that statutory sick/special leave record returns are sent to the Human Resources Department. (k) File all leave requests forms, medical certificates and record cards into each personal file for all Hotel Services Staff. (l) Responsible for the compiling as required the monthly hospitality returns for the Western Isles and Uist and Barra hospitals, and forwarding to the Accounts Department. (m) To process function requests and to notify the kitchen and dining room as required. (n) Attending any training courses as directed by the Hotel Services Manager. (o) Liaising with Ward Managers, Heads of Departments in conjunction with matters relating to the Hotel Services Department, eg, changes to menus, mechanical faults (p) Maintain and use of labelling printer and data base. (q) Delivery of function buffets to various outlets occasionally during periods of excessive sick leave. (r) Ensure that work environment is kept clean to comply with Food Safety Regulations. (s) Secure Hotel Services office at end of shift. (t) Any other duties as deemed appropriate to this post. VERSION 1

6. SYSTEMS AND EQUIPMENT

The postholder will be required to operate the following equipment;-

 Procedures as detailed in the Hotel Services Induction Training Pack.  Monika - temperature monitoring system.  Menumark – Patient choice analysis system/epos system.  H.A.C.C.P  Personal Computor  Facimile  Photocopier  Laminator  E-mail  Enlabel softwear/ hardwear  Departmental vehicle  Printer/scanner

This list is not exhaustive but indicative of the equipment in use.

7. DECISIONS AND JUDGEMENTS

 The post holder will be expected to follow Hotel Services procedures in accordance with those set down in departmental policies.  There will be regular supervision whilst on duty, however the postholder will work without direct supervision on occasion.  Postholder can liase with senior ward staff, hotel services kitchen superintendant/supervisor or the assistant/hotel services manager at any time.  The postholder on a regular basis, exercises administrative judgement and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

8. COMMUNICATIONS AND RELATIONSHIPS

 The postholder will be in contact with clinical and non-clinical staff, colleagues, and members of the public face to face on a daily basis.  Maintain effective communication links and working relationship with supervisory/management, staff and customers.  Liase with external suppliers.  Whilst having to collect menu cards the post holder may meet and communicate VERSION 1 with patients when delivery procedure is not followed correctly by clinical staff.

9. PHYSICAL, MENTAL AND EMOTIONAL DEMANDS OF THE JOB

 Sitting in a normal seated position for extended periods of time.  Reaching by extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than with whole hands or arm(s), for example, using keyboard.  Having to concentrate whilst processing and collating up to approximately one hundred menu cards for each food service.  Concentration for processing new data in relation to daily patient costs and standard recipes.  Financial information to be submitted by the monthly deadline.  Light physical effort for short periods.  Ability to communicate effectively, both orally and in writing.  Work is performed in a small confined office within the kitchen area.  Daily exposure to noisy equipment.

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

 Being able to complete duties within timescales whilst maintaining an accurate service.  Frequently having to collect patient menu cards from the wards when the menu cards are not returned.  Lack of communication of essential information regarding number of individual menu cards delivered without accurate meal choice selected and checked by nursing staff.  Working within the parameters of strict hygiene and food HACCP, regulations.

11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED

Knowledge

 Ability to communicate effectively both orally and in writing.  Good customer skills.  Excellent telecommunication skills  Numerate, literate and practical  Organising and co-ordinating skills VERSION 1  Data base management skills  Knowledge of general accounting principles

Experience Previous experience essential Ability to work under pressure – meeting deadlines To be flexible and adaptable Relevant clerical/administrative or SVQ.

Training Able to undertake essential departmental induction training and ongoing training as Provided by the organisation, eg Scottish Vocational Qualifications in administration. Refresher training in fire, lifting and handling, food hygiene etc. VERSION 1

STANDARD ELEMENTS

Confidentiality

This involves taking the necessary precautions when transmitting information only disclosing it to those who have the right and the need to know it.

All personal health information is held under strict legal and ethical obligations of confidentiality. NHS Staff must follow guidance (NHS Code of Practice on Protecting Patient Confidentiality) before disclosing any patient information. All staff must respect confidentiality of all matters that they may learn relating to their employment, other members of staff, patients and their families.

Health and Safety: Assist in maintaining own and others’ health, safety and security.

This involves:

a) Complying with Board health and safety policies, procedures and participating in mandatory training.

b) Maintaining a safe working environment and reporting any issues of concern as appropriate.

NHS Western Isles attaches the greatest importance to the health and safety of its employees. It is the Board policy to do all that is reasonable to prevent personal injury and hazard to health by protecting staff and others including the public from foreseeable hazards compatible with the provision of proper services to patients. The Board expects its entire staff to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work. More detailed information is given in departmental safety policies where appropriate.

Ensure own actions support equality, diversity and rights. VERSION 1 This involves:

(a) Acting in ways consistent with the Board’s policies and procedures.

(b) Treating those you come into contact with equitably and with respect.

(c) Recognising the need for aids or adaptations.

JOB DESCRIPTION AGREEMENT

I, (Print Name)…………………………………………………….. confirm that the job description(s) /person specification(s) attached have been discussed with me and are an accurate and up-to-date account of the duties and responsibilities and skills/qualifications required to undertake the post.

Job Holder’s Signature: Date:

Head of Department Signature: Date: VERSION 1