Despatch/Debrief Clerk

11 Jun 2021
09 Jul 2021
Contract Type
Full Time
Conduct the efficient day-to-day running of driver cohort ensuring the briefing and de-briefing occurs daily to cover areas such as behaviour, POD returns and uploads etc. Additionally ensuring that the driver cohort remains compliant to EU and RTD regulations, upward reporting to as required.

Source and nature of management provided

Senior Transport Operator

Staff management responsibility


Special conditions

Shift work 4x4 shifts,6pm - 6am

Access to own vehicle owing to work base location

Main duties and responsibilities

1 Brief and De-Brief drivers as appropriate before/after each journey to ensure all incidents are recorded, all paperwork returned in full and returns/discrepancies are fully recorded.

2 To issue and receive driver equipment such as Digital Signature Capture (DSC) and TomTom.

3 To update systems to accurately show the current status of jobs/vehicles.

4 To ensure all vehicle tachograph and driver cards are downloaded in accordance with Company policy and legal requirements.

5 Accurately report all near misses, incidents and accidents to the Transport Manager.

6 To answer the telephone, direct calls and take messages accordingly.

7 File all Proof of Delivery (POD) paperwork accurately.

8 Inform the Planning Team of all discrepancies.

9 Liaise with the Planning and Operations Team regarding driver instructions.

10 Undertake any administrative duties are required.

11 Ensure customer requirements are met.

12 To monitor and review driver routes, breaks etc. on the tracking system to ensure drivers are following their delivery schedule and to discuss with the drivers any unplanned mileage, stops, breaks etc.

13 Monitor and manage the return of any failed deliveries - notifying the relevant personnel.

14 Assisting with performance data interrogation and queries as required.

11 Support, comply and ensure complicity with the company's Quality Policy Document and its objectives of delivering a profitable and unrivalled quality service admired by competitors.

12 To undertake daily gate checks.

13 To ensure driver Daily Walk Around Checks are being completed and manage discrepancies accordingly.

14 Support, comply and ensure complicity with the company's Quality Policy Document and its objectives of delivering a profitable and unrivalled quality service admired by competitors

15 Support, comply and ensure complicity with Health, Safety and Environmental regulations, the company handbook and all other company policies and procedures

You will from time to time be required to undertake other duties of a similar nature as reasonably required by your line manager. You are required to follow all ATL policies and procedures at all times and take account of ATL guidance

Person Specification

Criteria: Qualifications and Training


* GCSE (or equivalent) qualification in English Language and Maths

Criteria: Knowledge and Experience


* Experience of working in a transport office

* Knowledge of Drivers Hours, tacho-graph and WTD legislation

* Good geographical knowledge the UK

Criteria: Skills and Aptitudes


* Proficient in the use of MS Excel, Word, Outlook and Power Point

* Ability to question, challenge and improve upon existing processes

* Flexibility and the ability to adapt to changing circumstances

* Strong Interpersonal and people management skills

* Resilience with an ability to keep calm under pressure and continue to follow the correct processes even under difficult circumstances

* Meticulous attention to detail

* Excellent time management skills

* Diplomacy and discretion

* Excellent command of the English language including communication skills, written and verbal

* Excellent communication skills with both customers and suppliers

* Ability to work in small team in addition to having experience of establishing strong working relationships with colleagues from other areas


* Fluency in Polish language