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Kitchen Administrator Job Description

Updated: Jun 19

Job Purpose-Kitchen Administrator Job Description

Kitchen Administrator Job Description is to support the Head Chef in efficient administrative kitchen operations with responsibility for record keeping on all matters from food hygiene to staff rotas, for timely and effective communication, and for regular use of the Kinetix and Meal Booking systems to access catering event and dietary information.

Key Responsibities-Kitchen Administrator Job Description

Support the smooth administration of the kitchens throughout the year, helping the catering team exceed customer expectations.


-Form a communication link between chef shift teams daily

-Build positive relationships with individuals across catering, front of house, and support the Head Chef in creating a cohesive immediate team

-Supporting the Head Chef in summarising training records and identifying, booking, reminding and following up certification for attendance by members of the kitchen team on all forms of training, both in relation to skills but also to health and safety and other compliance matters.

-Liase with HR to achieve this and to ensure records are complete on a weekly basis.

-Monthly Recording and distributing; weekly rotas issued by the Head Chef; collation of records reflecting absence, and authorised overtime for submission to HR.

-Authority for approvals remains with the Head Chef.

-Attend Weekly business meetings alongside the Head Chef in order to understand the business and events ahead.

-Additionally, live check event updates and inform senior kitchen team of changes, print new updates, and make sure the on duty chef team always has the latest information on diets, numbers , menus etc.


-Record and store both recipes and menus for daily dining, based on a four week rotating menu compiled by the Head Chef. Ensure these are in place four weeks in advance, through reminders to the Head Chef and, if required, through escalation

-Use these records of agreed menu plans to assist the storeperson and Head Chef in ordering the correct stock required to achieve just in time delivery accordingly.

-Assist in the write up, spell check, presentational display and issue, whether hard or soft copy, of all menus provided by the Head Chef. Maintain a central register of recipes and menus by date served.

-Perform such calculations as instructed by the Head Chef to assess the cost of menu options for pricing purposes, including the use of bespoke software for that purpose.

Health and safety

Ensure all menus provided by the Head Chef are produced within the relevant timeframe with allergens fully and clearly indicated. Information on allergens is the responsbility of the Head Chef but the recipe records can and should assist in their identification. No changes are to be made to such menus once publicised other than in extra-ordinary circumstances.

-Under the guidance of the Head Chef, form a simple but effective set of daily checks for chefs to perform to ensure food date labels and temperature checks are recorded and then transfer these on a timely basis to a single central register for review

-Report any health and safety concerns promptly

Kitchen operations & stock control

-Support the Head Chef in the monitoring and recording of food waste volumes to support both financial and sustainability targets.

-Support the Head Chef in booking and recording all maintenance and deep cleaning visits necessary to prolong the life of all kitchen equipment, capturing any post visit actions.

-Download and file price files from purchasing sites as instructed by the Head Chef for the reference of the senior catering team. Perform such other administrative calculations as may be required.

-Monitor price files and contribute to discussions on ways of delivering cost efficiencies without compromising on quality or consistency of the fixed rotating menus.

-Any other administrative duties deemed necessary to assist the smooth running of the kitchens.

Knowledge Skills Experience Education-Kitchen Administrator Job Description


• Educated to GCSE standard or equivalent

• Any catering/food-service related qualification

• Food Hygiene level 3 (or training will be provided on entry)

Key skills

• Excellent organisational, time management and multi-tasking skills; with the ability to manage a variable workload to tight deadlings

• Advanced user of Microsoft Office, particularly Word and Excel

• Demonstrates aconsensus-based approach

• Team player, and approachable.

• Demonstrable interpersonal and communication skills.

• Effective problem-solving skills

• Excellent attention to detail

• Experience of supply-chain logistics, preferably in catering

• Online food purchasing systems, food price files, and food costing activities.

• Staff rota administration

• Previous experience in a fast-paced administration role within the catering or hospitality trade

• Knowledge of kitchen equipment maintenance regime administration is preferred.

• Knowledge of a similar setting, is helpful.

Training requirements

Training requirements

Fire Awareness

Display Screen Equipment

Health & Safety

GDPR Essentials

Equality & Diversity

HACCP Level 2

Personal & Protective Equipment

Food Hygiene level 3

Food Allergy Awareness

Cyber security Awareness

Manual Handling

Bullying and Harassment for Employees



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