Transport Administration Assistant
AE-199
Posted: 13/12/2024
- £12.74 + Benefits: Staff car parking, excellent company
- Derby, East Midlands,
- Temporary
Meridian Business Support are recruiting for a Transport Administration Assistant for their client based in Derby.
Role Summary:
We are looking for an experienced, enthusiastic and motivated Transport Administration Assistant.
You will need to have good recent and relevant IT and customer service skills, attention to detail, a strong ability to problem solve and demonstrate working on initiative. Experience and skills to contribute to the development and operation of the team ensuring the delivery of a high quality and efficient service to staff, students, suppliers and external customers/contacts.
This role will assist the Service Delivery Manager for Transport, Print & Logistics, this will involve responsibility for specific areas of work from start to finish and will require some responsibility for organising and prioritising workloads and guidance to Administrative Assistants within the team. In addition, responsibility for the operation and maintenance of administrative systems and procedures for the efficient and effective operation of the Transport team within the Estate Management Department.
The role will include a variety of tasks and areas of responsibility to assist with the effective and efficient running of the Transport administrative team. It will include aspects of; operational service, supplier management and customer service and service improvement.
All of the principle accountability's incorporate the core values and behaviours of the university, which need to be demonstrated through the role.
1 Contribute to the efficient and effective implementation of administrative systems and procedures within the Transport team and deliver a high-quality service to both internal and external clients.
Develop and maintain administration systems for Transport & Print Services. To include training and mentoring of new starters. Creating and developing documentation of processes and their ongoing development, maintenance, review, and further implementation.
2 Provide a good level of knowledge to competently respond to correspondence and stakeholders’ enquiries. Ensure that best practice is shared across the team and ensure that a high standard of service is always maintained.
4 Lead on operational activities in support of analysing and auditing information. Ensure quality of data in relation to records held of processed financial transactions and assist with the audit of said data.
5 Process and manage recharges to Logistics teams across both Transport and Print Services, to take a lead role in the processing of recharges to other departments and external customers, to be responsible for the accurate processing and recording of all recharge transactions in accordance with established procedures and Financial Regulations, including reports and returns.
6 Assist the Print Services Supervisor and Print Services Manager with the administrative and finance duties including purchase ordering, goods and service receipting, sales invoicing, and troubleshoot any issues.
7 Develop data collation and reporting processes for KPI reporting as guided by the Service Delivery Manager for Transport, Print & Logistics.
8 To monitor and assist in the cash management of monies taken by Transport and Print Services, including collection, reconciliation and paying for both departmental cash register and petty cash.
9 Actively promote excellent customer service, acting as a key contact point to liaise with both internally and externally. Create effective relationships with key stakeholders, providing advice and assistance including the co-ordination of responses to enquiries.
10 Liaising with external suppliers on the effective delivery of goods and vehicles, ensuring accurate and timely billing and reporting of services such as fuel cards.
11 Support the Service Delivery Manager in the development and upkeep of the Transport sharepoint intranet pages and key data on student facing pages including bus timetabling.
12 Coordinate bus service information for colleges and departments, liaising with the bus operators and the colleges to provide appropriate and updated service information.
Qualifications
This is an immediate start so please apply for this exciting role today!
Role Summary:
We are looking for an experienced, enthusiastic and motivated Transport Administration Assistant.
You will need to have good recent and relevant IT and customer service skills, attention to detail, a strong ability to problem solve and demonstrate working on initiative. Experience and skills to contribute to the development and operation of the team ensuring the delivery of a high quality and efficient service to staff, students, suppliers and external customers/contacts.
This role will assist the Service Delivery Manager for Transport, Print & Logistics, this will involve responsibility for specific areas of work from start to finish and will require some responsibility for organising and prioritising workloads and guidance to Administrative Assistants within the team. In addition, responsibility for the operation and maintenance of administrative systems and procedures for the efficient and effective operation of the Transport team within the Estate Management Department.
The role will include a variety of tasks and areas of responsibility to assist with the effective and efficient running of the Transport administrative team. It will include aspects of; operational service, supplier management and customer service and service improvement.
All of the principle accountability's incorporate the core values and behaviours of the university, which need to be demonstrated through the role.
1 Contribute to the efficient and effective implementation of administrative systems and procedures within the Transport team and deliver a high-quality service to both internal and external clients.
Develop and maintain administration systems for Transport & Print Services. To include training and mentoring of new starters. Creating and developing documentation of processes and their ongoing development, maintenance, review, and further implementation.
2 Provide a good level of knowledge to competently respond to correspondence and stakeholders’ enquiries. Ensure that best practice is shared across the team and ensure that a high standard of service is always maintained.
4 Lead on operational activities in support of analysing and auditing information. Ensure quality of data in relation to records held of processed financial transactions and assist with the audit of said data.
5 Process and manage recharges to Logistics teams across both Transport and Print Services, to take a lead role in the processing of recharges to other departments and external customers, to be responsible for the accurate processing and recording of all recharge transactions in accordance with established procedures and Financial Regulations, including reports and returns.
6 Assist the Print Services Supervisor and Print Services Manager with the administrative and finance duties including purchase ordering, goods and service receipting, sales invoicing, and troubleshoot any issues.
7 Develop data collation and reporting processes for KPI reporting as guided by the Service Delivery Manager for Transport, Print & Logistics.
8 To monitor and assist in the cash management of monies taken by Transport and Print Services, including collection, reconciliation and paying for both departmental cash register and petty cash.
9 Actively promote excellent customer service, acting as a key contact point to liaise with both internally and externally. Create effective relationships with key stakeholders, providing advice and assistance including the co-ordination of responses to enquiries.
10 Liaising with external suppliers on the effective delivery of goods and vehicles, ensuring accurate and timely billing and reporting of services such as fuel cards.
11 Support the Service Delivery Manager in the development and upkeep of the Transport sharepoint intranet pages and key data on student facing pages including bus timetabling.
12 Coordinate bus service information for colleges and departments, liaising with the bus operators and the colleges to provide appropriate and updated service information.
Qualifications
- A level or equivalent/GCSE or equivalent English and Maths Grade C or higher / or equivalent
- Experience of working within an administrative role with particular experience of:
- Working in a Transport function
- Finance processes and working to financial deadlines
- Improving and developing administrative processes to enhance the efficiency of operational activities
- Ability to prioritise own workload and work within deadlines following procedures
- Working effectively within organisational/external procedures/regulations
- Organising activities/events unsupervised
- Experience of data audit
- Excellent customer service skills and commitment to providing a high standard of customer service
- IT literate – experience of using Microsoft Office, and working knowledge of spreadsheets and databases.
- Self-Motivated and able to motivate others
- Proactive attitude with a positive adaptation to change
- Good communication skills (both written and verbal)
- Good numeracy and literacy skills
- Hours of work and Rate of Pay: Monday - Thursday 8:30am - 5pm and Friday 8:30am - 4:30pm. £12.74 per hour.
This is an immediate start so please apply for this exciting role today!
