Transport and Allowances Officer
Plymouth
Contract
£13.26 per hour
Our client is looking for an experienced Transport and Allowances Officer.
Availability: At least one day in the office for a 7am.
Agreement to attend the office on other days if required.
To provide administrative and customer focused support for the School Transport & Allowances Team, ensuring that all services provided to colleagues, managers and customers are efficient and effective.
Key Accountabilities and Role Outcomes
* Undertake HR administration for Passenger Assistants, ensuring appropriate resources are in place to support service delivery, in conjunction with the Transport Officer responsible for managing Passenger Assistants (20%).
* Process applications and undertake eligibility checks for free school meals to ensure children have timely access to meals (15%).
* Undertake ID checks and add information to systems for school transport driver DBS checks and issue school driver ID badges (5%).
* Undertake administration for the service, ensuring accurate and up to date information is available to management (20%).
* Implement day to day changes as advised by parents, schools, tutors, etc.
* Inform operators and Passenger Assistants of changes to procured transport routes, in conjunction with the Transport Officer responsible for procurement (20%).
* Act as a reliable point of contact for the public, school staff, and other local authority staff, offering advice and guidance on school transport and free school meals matters (20%).
Role Measures
* Authorising timesheets, unpaid leave and sickness in accordance with strict payroll deadlines.
* DBS checks processed to ensure compliance with safeguarding policy.
* Organising relief Passenger Assistant cover, maintaining records and ensuring routes are suitably covered for sickness and other absence.
* Accurate authorisation and recording of pupils entitled to free school meals and holiday allowances.
* Encouraging take up of free school meals and other allowances.
* Reviewing invoices and ensuring payments to operators are made within agreed timescales.
* Reviewing financial discrepancies and compiling information for further action.
* Ordering equipment, checking receipt, and processing payments via the Spend Management system.
* Generating invoices in a timely manner.
* Setting up new routes and maintaining existing routes within policy guideline timescales.
* Maintaining accurate databases for equipment and school term dates.
* Covering service on a rota basis between 7.00am and 5.00pm.
* Processing ID and DBS checks promptly to ensure operators have sufficient authorised drivers.
Key Activities
* Scanning, filing, answering telephone calls, processing free bus passes, preparing correspondence, completing documentation, and producing and sending letters, emails, and tender documents (20%).
* Issuing changes to contracts and actioning payroll changes to maintain accurate records (10%).
* Arranging cover for absences and monitoring route changes to ensure efficiency (10%).
* Assessing and authorising free school meal claims and processing renewals (10%).
* Verifying and implementing monthly contract payments and processing invoices totalling approximately £2m annually in line with contract terms and financial procedures (10%).
* Assisting Transport Officers to set up new taxi and minibus routes, and managing changes to existing routes; arranging issuing of car seats and other equipment and maintaining equipment databases (10%).
* Setting up and terminating accounts, recording miscellaneous invoices, and monitoring requisition and invoice expenditure (5%).
* Checking budget statements, reporting on variances, and liaising with the finance team on guidelines (5%).
* Verifying timesheets, unpaid leave and sickness claims to ensure accurate payments (4%).
* Arranging interviews and training for new Passenger Assistants and processing DBS applications as required by schools (2%).
* Updating finance details and producing management reports for decision making (2%).
* Administering DBS checks for taxi and minibus drivers (2%).
* Managing customer accounts and raising invoices for concessionary travel (2%).
* Deputising for Transport Officers as required to ensure service continuity (2%).
* Ensuring allocation of safety equipment to routes (2%).
* Maintaining school term dates spreadsheets (2%).
* Proactively suggesting service improvements to enhance efficiency, customer experience and best practice (2%).
* Undertaking other duties appropriate to the grading of the role.
Qualifications
* NVQ Level 2 or 3.
* Customer care qualification or training.
* Basic knowledge of relevant legislation, policies and procedures.
* Understanding of school transport issues.
Equal opportunities employer.
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