Detailed job description and main responsibilities

The postholder’s main responsibility will be managing the electronic menu ordering 
system for several in-patient sites across the Trust, which includes updating and 
maintaining the system, liaising with wards, catering services and the ordering 
system provider, and monitoring a shared inbox. The postholder will also be 
responsible for marketing the retail services delivered from Birch Hill Hospital’s 
cafés, such as advertising internal offers and issuing special menus. 
The postholder will support the Food Services Manager in conducting and collating
ward catering audits and actions across the footprint of the Trust. The postholder will 
be in regular contact with wards to ensure actions identified during audits have been 
closed and addressed, whilst escalating issues / concerns to the Food Services 
Manager. 
The role is based at Birch Hill Hospital, but the postholder will be required to carry 
out audits on in-patient wards across the wider-Trust as required to support the Food 
Services Manager. 
Main Duties and Responsibilities
• Oversee and manage the electronic menu ordering system linked to the 
catering service at Birch Hill Hospital to ensure accurate and up-to-date 
information is inputted to allow for efficient ordering of food services across
multiple sites.
• Update the electronic ordering system to reflect any menu changes, including 
new food options, photographs of meals, allergen information or any changes 
to suppliers. 
• Monitor the electronic ordering system and liaise with IT / the provider to 
troubleshoot any issues and ensure that the system operates efficiently.
• Process patient meal orders via the electronic system and ensure that kitchen 
staff are issued with all orders in a timely manner.
AFC 5/2/25 JME-026-25 Facilities Support Officer Band 3
• Follow-up with any wards that haven’t submitted their menu choices ahead of 
the deadline to ensure there are no issues or delays submitting the 
information to catering. 
• Support ward staff / housekeepers with any issues they experience in using 
the electronic menu system. 
• Manage the shared inbox for all catering queries, orders, concerns, 
complaints etc. for Birch Hill catering services and communicate with all 
relevant stakeholders. 
• Liaise with internal and external stakeholders using good written, verbal, email 
and telephone skills to maintain good relationships through the use of 
effective communication.
• Process requisitions, purchase orders, invoices, and other financial 
documentation that is relevant to the catering department as required in the 
absence of the Head Chef.
• Produce and promote marketing publication material for retail outlets at Birch 
Hill Hospital.
• Keep the catering information up to date on the Trust intranet. 
• Support with admin tasks, such as typing-up recipes, posters and menus for 
the catering service.
Ward Catering Audits 
• Support the Food Services Manager in carrying out ward catering audits to 
ensure that the food services provided to patients are high-quality and 
compliant with relevant guidelines. 
• Following each audit, collate and input the information and send to relevant 
action owners. This information needs to include the following: 
- Passed / failed elements and any additional commentary.
- Whether correct processes have been followed throughout the food 
service. 
- Overall audit score 
- Whether any actions remain open from previous audits.
- All escalations. 
• Type-up all audits and then manage the actions following the audits by 
distributing any outstanding issues to relevant teams.
• Escalate any actions that remain open after the rectification period to the 
Food Services Manager, through the correct escalation process.
• Contribute to the continual improvement of catering services.
This job description is not exhaustive but is intended to give an overall picture of the 
role. Other duties within the general scope of the post may be required from time to 
time. The duties of the post and job description can be reviewed through the agreed 
process.
AFC 5/2/25 JME-026-25 Facilities Support Officer Band 3
General Duties of all post holders
• To undertake any other reasonable duty, which is appropriate to the band, 
when requested by Senior Staff.
• To be familiar with and comply with all Trust and departmental policies, 
procedures, protocols, and guidelines.
• To be aware of and work towards the Trusts strategic goals.
Standards of Business Conduct 
• The post holder will be required to comply with the organisations standing 
order and standing financial instructions and at all times, deal honestly with 
the organisation with colleagues and all those who have dealing with the 
organisation including patients, relative and suppliers.
• The post holder must ensure that their behaviour and interests inside and 
outside work do not conflict with their Trust position, duties and/or 
responsibilities.
• The post holder must comply with and support the development of the 
performance standards within the service/department to ensure the service is 
responsive to and meets the needs of its customers.
• The post holder will be required to develop and maintain good working 
relationships with all patients, service users, staff, contractors and where 
appropriate, members of the public.
• The Trust aims to maintain the good will and confidence of its own staff, 
patients, service users, NHS contractors and the general public. To assist in 
achieving this objective it is essential that at all times, the post holder carries 
out their duties in a courteous, sympathetic and professional manner.
• All post holders who are members of a professional body must comply with 
standards of professional practice / conduct. It is the post holders’ 
responsibilities to ensure they are both familiar with and adhere to these 
requirements and maintain their professional membership to the relevant 
body.