Northern Administrator

Role Overview:

This is a varied role to provide full administrative support to the Northern Depots of BCA Automotive, it will involve cover at Doncaster, Ellesmere Port, Thorne and Immingham. It will include transport administration, ensuring customers paperwork is processed to enable invoicing for vehicle movements and overseeing the collection/delivery of vehicles within depots.

The role will involve staying away from home whilst covering Ellesmere Port and could be at short notice.

Reporting to the Administration Supervisor, the post holder's key responsibilities will be:

- Provide general administrative support to the Depots and its Drivers
- Generating Load sheets at Depots and handing out to drivers.
- Carry out any load amendments when required.
- Collating incoming drivers paperwork and processing drivers weekly timesheets and any associated paperwork
- Collating and inputting truck mileages on weekly basis
- Collating POD's - processing and filing appropriately and forwarding any POD requests in a timely manner
- Raising purchase orders, controlling and issuing of PPE, truck equipment, consumables and office supplies - ensuring stock is kept at the required level
- Booking hotel accommodation and travel arrangements for all staff across the company
- Sorting of incoming and outgoing post including arranging courier services
- Maintaining a record and details of personal injury accidents and collating associated paperwork
- Maintaining road traffic accidents/ incidents paperwork
- Compliance of driver's tachograph charts, including scanning of any analogue charts and downloading of drivers digital tachograph cards, ensuring records are kept up to date. Logging, issuing and filing of tachograph infringement reports
- Assisting with the maintenance of driver holiday and absence records
- Logging and filing driver timesheets in weekly/alphabetical order and chasing any outstanding paperwork
- Ensuring driver information is collated and recorded i.e. daily check reports, issuing of defect books
- Downloading of digital tacho information from trucks
- Assisting with audits of truck equipment and any other audits as required
- Supporting drivers in terms of any EPOD/hands-free issues and arranging repairs
- Checking supplier invoices and liaising with Accounts department
- Arranging weekly driver packs (depot based and postal) including the issue of wage slips
- Support to the Driver Trainers team by way of maintaining and issuing validation cards and new starter packs
- Archiving of various documentation and general housekeeping of stores room
- Any other general administration duties as required

Person Specification:

The ideal candidate will possess:

- A Full UK Driving License (Max 3 points)
- The ability to travel and stay away from home at short notice.
- A minimum of 5 GCSEs (or equivalent / relevant qualification) grade A to C, including English and Maths.
- Experience in an administration role in a busy office environment, ideally within the transport or logistics industry.
- The ability to plan and prioritise your work load, ensuring that weekly deadlines are met along with ad-hoc tasks.
- Proficient user of Microsoft Office, particularly Excel.
- Excellent communication skills and experience of liaising with internal departments.
- Confident telephone manner/experience of dealing with external suppliers/customers.
- Flexibility regarding shift patterns i.e. ensuring that between the Post Holder and their Colleagues the Department is covered between the hours of 8.00am and 5.00pm Monday to Thursday and 8.00am to 6.00pm Friday.