Transport Administration Planner Department: Service Delivery Reports to: Process Owner Service Delivery Location: West Drayton Contract Type: [Permanent Full Time Salary: Hourly Role Purpose The Transport Administration Planner provides comprehensive administrative support to the Transport Rostering Team, ensuring efficient allocation of driver resources, compliance with working time regulations, and smooth operational delivery. This role is critical to maintaining workforce schedules, managing leave requests, processing airside documentation, and supporting the safe and compliant operation of our transport fleet. Key Responsibilities Workforce Planning & Rostering (40%) Allocate staff resources to shifts in accordance with company policy, EU/UK working time regulations, and Tacho rules Process and administer leave requests, ensuring operational requirements are met Manage daily manpower allocation and document weekly shift patterns Track and allocate overtime fairly across the team Monitor and clear attendance exceptions in Workday after consulting with relevant managers Airside Pass Administration (25%) Support the airside signatory by processing airside pass applications Input referencing details into the system and follow up on application progress Ensure all additional information requests are provided promptly Maintain compliance with airside pass regulations and security requirements Driver & Fleet Compliance (20%) Maintain driver records on the Vision system Complete driving license checks every 6 months for all personnel with vehicle access Arrange ADP training and CBT for drivers and loaders Schedule medical appointments for drivers Ensure food safety training is delivered as required Reporting & Documentation (10%) Produce operational reports including OPRS, WPRS, agency hours KPIs, and training matrices Maintain internal unit reports covering absence, leave, and welfare calls Take detailed minutes at team meetings Maintain accurate, secure, and up-to-date personnel files Support investigations through accurate note-taking General Administration (5%) Manage telephone enquiries and general HR administration Update flight family information for Delta airlines within 60 seconds of notifications Maintain records as delegated by Unit Administrator or Unit Manager Undertake training programs to support personal development Essential Requirements Education & Qualifications Minimum 5 GCSEs (Grade C/4 or above) including English and Mathematics, OR equivalent qualification Basic food safety certification (or willingness to obtain within 3 months) Experience Minimum 2 years' experience in an administrative role within a fast-paced, deadline-driven environment Proven experience with roster or shift management Experience taking formal meeting minutes and supporting investigations Previous experience in a transport, logistics, or aviation environment is highly desirable Technical Skills Proficient in Microsoft Office Suite (Outlook, Word, Excel - intermediate level minimum) Experience with workforce management systems (Workday experience preferred) Experience with transport management systems (Vision system knowledge advantageous) Strong data entry and record-keeping skills Knowledge Understanding of EU/UK working time regulations and Tacho rules Knowledge of airside pass regulations and security requirements Awareness of driver compliance requirements (CPC, licensing, medical standards) Core Competencies Exceptional attention to detail and accuracy Strong organizational and time management skills Ability to prioritize effectively and work under pressure to tight deadlines Excellent verbal and written communication skills Proactive problem-solver with the ability to work independently High level of discretion, confidentiality, and professionalism Flexible and adaptable approach to changing operational demands Working Conditions Office-based role within an airport environment May require occasional early starts or late finishes to align with operational needs Airside pass required (security vetting will be conducted) Fast-paced environment with multiple competing priorities