Traffic Office Administrator
Job Reference: 331741
Location: Croydon VOC, 19 Beddington Farm Road, CROYDON, CR9 4AA
Job type: Permanent contract
Hours: 40 hours per week
We have two duties available:
Duty 1: working 5 days Mon-Fri between 05:30 and 13:30
Duty 2: working 5 days Mon-Fri between 18:00 and 02:00am
Please note, a degree of flexibility is required around start and finish times, additionally you may occasionally be required to work Saturdays.
There has never been a more exciting time to join us! We are reinventing Royal Mail for the future and now is a perfect time to join us on that journey.
For Royal Mail to run a safe, legally compliant, efficient, and cost-effective vehicle operation, the Traffic Office Assistant would be expected to carry out the following tasks:
Activities relating to engaging people:
· Have good verbal and phone communication skills and confident talking to people and customers
· Able to instruct drivers with relevant information and at times work unsupervised for periods.
· Relay any urgent briefs to drivers when they book on or off including
Activities relating to Safety, Health, Safety Environment:
· Ensure new agency drivers have had a driving assessment and receive a site induction before they are permitted to drive for Royal Mail.
· Ensure any new agency drivers have the correct licence for the duty they are doing.
· Ensure all vehicles issued are roadworthy and within inspection & MOT
· Check drivers have and are wearing the correct PPE before they book on for their duty.
Activities relating to maintaining Legal Compliance:
· Issuing of all vehicle keys and log-books in line with Royal Mail Group standards
· All vehicle log-books to be checked each day when a driver books off to see if details are correctly entered.
· Ensure adherence to PMT1 process and maintain register, add vehicles that are VOR/Out of Service to the Isotrak and VISION and re-instate when vehicle is returned and back in service.
· Ensure VOR vehicles are isolated and the workshop notified as soon as possible
· Issue and monitoring of foreign fuel key usage.
· Ensure all fuel keys/fobs are reset as soon as possible where a reset is needed.
· Ensure agency drivers sign in and out on the Actual times.
· Ensure all drivers download their Digi card at the start and end (for Agency) of their duty in line with Royal Mail policy BEFORE GIVING KEYS OUT OR SIGNING KEYS BACK IN.
· Check that the vehicle pouch or vehicle has a spare tachograph roll. (This process may vary VOC to VOC)
· Ensure drivers have photo ID, Digicard and correct PPE when they attend for duty or raise with any non-compliance issues with the Traffic Office Manager on duty
· Check daily for any alerts, infringements tasks on FTA VISION system, discuss with the Traffic Office Manager on duty.
· Ensure planned maintenance is carried out on all vehicles, by liaising with the Vehicle Service Centres.
· Ensure maintenance board is kept up to date.
· Ensure vehicle files are kept up to date
· Maintain VISION Pre-plan working hours records accurately with any changes to drivers’ hours performed daily.
· Take fuel dips/ullage of bulk fuel tanks when necessary and supervise fuel deliveries when required.
· Ensure all drivers digital tacho cards are downloaded in line with Royal Mail policy. NO CARD, NO KEY
· Maintain the Isotrak telemetry system is kept upto date with data correctly input daily and all drivers are de-briefed fully at the end of their duty.
· Complete Trailer checks in the operational yard when required.
Activities relating to Customer Satisfaction:
· Liaise with Central Postal Control (CPC) with regards to information relating to late or failed services and receive instructions to relay back to the Traffic Office Manager on duty.
· Prepare and regularly check driver packs and ensure they have the correct maps and information required for the duty prior to handing out to drivers.
· Liaise with vehicle workshops regarding getting VOR’s back in service as quickly as possible to ensure maximum vehicle availability.
· Ensure that the agency driver’s passport (if Applicable) contains the correct training for the job that they are performing e.g. Licence type SSoW.
· Answer phone calls from customers, drivers or others and take the appropriate and necessary action if it is something that can be solved at their level or take accurate notes if the manager is not in the office.
· Liaise with the Agency Suppliers when required to during and out of their office hours.
· Advise the gatehouse or site security of names of agency drivers or visitors and meet them when necessary, some VOCs will have remote control of entry.
· Able cover the Traffic Office unsupervised when the Traffic Office Manager is out of the office for periods such as having to visit the yard, visit a scene of an accident, having to visit on the operational floor or meal break cover.
· Daily debrief to be carried out with all drivers on Isotrak and any unresolved issues to be passed onto the Traffic Office Manager.
· Ability to keep calm and adapt to the business-critical National Distribution Operation that can be fast paced and need a good understanding of the duties and Professional Drivers role.
Activities relating to budgetary control:
· Liaise with local Vehicle Service Centre regarding getting VOR’s back in service as quickly as possible to reduce the need to spot hire.
· Liaise with Traffic Office Manager to minimise and use Agency resource efficiently.
· Ensure the Agency drivers hours are accurately recorded.
· Ensure all agency drivers are started and stopped accurately on JoinedUp.
A bit about you
• Organised, independent and self-motivated
• Happy in a fast-paced changing environment
• Have a strong sense of community and want to take pride in what you do
• Computer literate with good numeracy and literacy skills
• Looking for a role with targets to hit and challenges to overcome
What we do for you
To deliver on our ambition we want the best and that’s why we’re delighted to offer competitive pay and benefits for a permanent role within our sector. For bringing your best and serving our customers with pride, you can expect to receive:
• A guaranteed hourly rate of £15.50p/h (paid monthly and adjusted to your working hours).
• Paid overtime, with an enhanced rate of x1.25 for more than 40 hours a week
• 22.5 days holiday, rising with length of service (adjusted to your working hours if part time) and the option to buy extra leave each year
• Contributory pension scheme
• Lots of opportunity to develop a career
• Full uniform provided if you’re on a contract of longer than three months
• Excellent parental leave policy
• Various discounts including high street vouchers, travel and attraction discounts, and savings on beauty products and gym membership
Time to apply
Ready to become an Administrator? Hit the apply button now. If your application is successful, we’ll invite you to an interview.
Trust is the foundation of Royal Mail / Parcelforce / RM Property and Facilities Solutions. We aim to be transparent about the qualities we seek and what a career with us entails, building trust from the start of your journey with us. Your interview is the first step, and we want you to shine. To help you prepare, we’ll provide your interview questions in advance, so you can have your best examples ready.
Royal Mail Group is committed to inclusion and representing the diverse communities we serve. We welcome applications from all individuals. As a proud Gold signatory to the Armed Forces Covenant, we especially encourage applications from the Armed Forces community, including cadet instructors and spouses/partners.
We are committed to ensuring an inclusive recruitment process. If you require any adjustments to support you during the hiring process, please discuss these with your recruiter when contacted.
For more information on Royal Mail Group and our values please click here: