Admin Support Officer (SC4)

Please Ad Summary of Responsibilities and Personal Duties:

Key Responsibilities:

Carry out administrative functions in the following areas:

Be responsible for data input and maintenance of records as necessary, including records of PCNs, parents/carers not ready/home, staff appointments etc.

Support the maintenance of databases for Passenger Services, used for scheduling, time management, and annual leave (Vision Time database), preparing and collating reports for managers as required.

Support the maintaining of accurate records for Passenger Services, including logging Training Certificates, Tachogragh Infringements & Driver Cards, LBL Driving Tests and Driver CPC Cards.

Be the first line of response to incoming telephone, email and written communications, logging as necessary, and act as reception to all frontline service staff (approx 130).

Communicating as necessary by written or verbal means with customers, clients, staff and partner organisations and liaising as necessary with officers of client departments.

Advise and instruct driving and attendant staff as necessary, assisting with the maintenance of radio and phone communications with vehicles and acting as necessary in response to messages received.

Being the first point of call for staff and customers in relation to any problems which may arise.

Provide a main reception point for Passenger Services, dealing with members of the public, visitors and contractors ensuring adherence to protocols and procedures.

Provide support to Operations Managers in resolving operational problems and service disruptions, on a daily basis, with due regard to the needs of service users, their disabilities and any special arrangements.

Support Operations Managers in the administration of the Routewise database, and the allocation of staff on a daily basis to ensure all work commitments are covered.

Responsible for the daily monitoring of rounds books and customer registers to ensure their safe return and secure storage in accordance with Data Protection requirements.

Responsible for the daily monitoring of vehicle keys to ensure their safe return and secure storage.

Maintaining records of vehicle inspections and defects, tachograph records and monitoring the accurate completion of vehicle sheets, identifying any omissions or discrepancies, as required by Senior Managers and periodic audits, in accordance with DVSA requirements.

Be responsible for changes to transport requirements and amendments to rounds from drivers, customers, Travel Co-ordination Team, and others as required ensuring that database is updated accordingly.

Be responsible for the issue of workwear/PPE to staff as required by the service, and keep accurate records of issued PPE.

Be responsible for ensuring that new and existing staff have valid ID/clock-in cards, in conjunction with supplier.

Be responsible for the issue of stock for stationery and other office related goods as required.

Prepare staff induction packs and other training materials on behalf of the service.

Prepare conference room and supply refreshments at meetings as requested.

Preparation of pre-invoice details and advices to customers and suppliers.

Checking accuracy of invoices as required by Managers.

Relay costings for private hire and other transport amendments.

Communicate with prospective customers concerning private hire vehicle operations.

Receiving and logging of service communications, including complaints and production of statistics.

Maintain incident and accident logs, ensuring all are reported and recorded accurately.

Attend meetings and act as note/minute taker.

Assisting with the administration of staff training and maintaining of accurate records of training undertaken.

Arrange training as necessary for staff to fulfil their duties and manage accurate records of training undertaken.

Attend training as required.

Work flexibly as part of a rota between the hours of 7am and 6pm.

Drive or attend on Passenger Services rounds in an emergency situation.