Job Description
Purpose of Position
To support the regional finance team and operations team by providing an administrative service in the area of depot operations and ensure the processes are maintained to an excellent standard in line with company policy.
In this role you will work closely with the Regional Finance Team, Fleet team, P&T team, Payroll team and Depot Quality Manager (where applicable)
Key Tasks/Areas of Responsibility
● Ensuring the day-to-day cost reporting for your depot(s) is dealt with in a timely and effective manner
● Weekly Payroll management and processing for depots under your remit
● Accurately recording any purchase orders, processing and coding of invoices for external resources
● Keeping the absence management records up to date
● Providing cover and being cross trained with the rest of the finance administration team within the network
● Administer the stocks of uniforms and operational stationary by identifying needs and raising authorised order via the computerised stock ordering system. Order other stock as requested and applying cross charges where applicable
● Add all new starters, agency and cover drivers to training platforms
● Administer the complete self employed process daily, which includes additional payment processing, stop merging, updating vehicle mileages records and financial reconciliation to depot reports
● Carrying out Driver Licence, validate own van driver documentation and Forklift Truck certificate checks and
organise refresher training
● Administering fuel stocks and orders
● Carrying out local operational quality audits and maintaining operational controls
● Comment on the SOP of vehicles not being used
● Upload compliance and HGV documentation to data studio
● Check driver reported defects have been actioned for fleet vehicles by using the defect book and app
● Supporting completion of Employee New Starter Onboarding
● Carrying out administrative tasks in relation to Absence Management
● Draft letters as required in relation to D&G and AMP processes.
● Collation of information and communication to HR Admin for processing on HR employee matters (ie. Maternity, Paternity, Change of Hours, Change of Work Pattern, Leavers)
● Adhoc duties as required.
Qualifications
Qualifications/ Experience
What we’re looking for:
● Carry out such other duties as may reasonably be requested by the management team
● Strong IT literacy (Microsoft Office / G Suite programmes)
● You will have proven and demonstrable experience of working in a fast paced administrative role ideally gained within the transport industry (but this is not essential).
● You will have strong analytical skills with an awareness of quality assurance and auditing.
● You will have strong communication skills with a confident telephone manner
● Demonstrate a high level of accuracy, self-motivation and organisation
● Ability to self-manage workload and prioritise tasks according to deadlines, importance and urgency
Additional Information
About our Benefits
We recognise that our people are at the heart of our business, without them we wouldn’t be able to deliver our award-winning service to millions of customers across the country each day. It’s important to us that we demonstrate our recognition of you in providing you with more than just a salary and job stability. To name but a few…
1. Holiday trading
2. Enhanced maternity and paternity package
3. Free life assurance of 4 x salary on joining the pension scheme
4. Health Kiosks visiting every location
5. Vitality at Work
6. Free On Site Parking
7. Discounted shopping from ’s of retailers including up to 5% off supermarket shopping
8. Milestone Days off to celebrate with your family and friends
9. For employees who regularly use a screen as part of their job we offer free eye tests and support with the cost of glasses