Depot Transport Administrator

2 weeks ago

London, Greater London, United Kingdom DPD Group UK Full time

Company Description
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Contract: Permanent / 37.5 Hours Per Week

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Salary: Circa £30,600

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Location: London Docklands

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Days of Work: Monday
  • Friday
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Hours of Work:7am Start, although this may vary


Join us on our journey as we aim to be the UK's most sustainable delivery company, whilst ensuring our customers continue to receive a world class service.

You will be in a busy and fast paced business, with a turnover of nearly £2 billion, that can offer you great benefits and plenty of opportunities to progress your career

DPD are passionate about creating an environment that is open, ethical, inclusive and socially responsible. Along with job security, the tools to do the job and a competitive salary, you'll receive fantastic benefits starting on day one, including never working on your birthday ever again

DPD is a Valuable 500 company and a Disability Confident Employer

Job Description Purpose of Position**As our Depot Transport Administrator you will provide invaluable support to our Depot management team by providing an administrative service in the area of depot operation and ensuring the processes are maintained to an excellent standard in line with company policy.

Key Tasks/Areas of Responsibility

  • Complete the DOR weekly by 11.00am on a Monday, reporting the vehicle fuel usage and mileage to transport.
  • Control and maintain tachograph records and generate weekly tachograph/driver analysis reports. Escalate any tachograph infringements to Site Manager and administer the follow up process.
  • Input vehicle mileages weekly onto the relevant platform. Ensure that appropriate records are maintained for shortterm hire vehicles and that accurate records are submitted to transport via the DOR.
  • Check that all Self Employed Owner Drivers and employed drivers are added to all inhouse systems, and takes responsibility for removing details when an individual is dismissed or leaves the business.
  • Carry out Drivers Licence and Forklift Truck Certificate (FLT) checks against an agreed check schedule ensuring that appropriate records are maintained and that the Forklift Authority List is updated.
  • On a weekly basis check the FLT checklists, file and escalate any non compliance issues.
  • Organise CPC and FLT refresher training as and when required.
  • Administer the depot fuel usage and stock, ensuring that appropriate levels are maintained, and that vehicle mileage is in line with fuel usage.
  • Maintain records for short term hire vehicles.
  • Compile a weekly report to be submitted to the Regional Transport Manager confirming all elements of transport have been adhered to.
  • Administer the vehicle defect register and ensure the defect vehicle procedure has been followed for all defects raised.
  • Ensure that a drivers clocking in and out hours reflect the working day via the Time-Right procedure and system.
  • Maintain depot vehicle folders in accordance with company procedures.
  • Administer and maintain the vehicle service, MOT and inspection schedule ensuring that appropriate vehicle service records are obtained. Organise all depot services and communicate the ODF service schedule on a weekly basis.
  • Responsible for completing the domestic hours and time right checks weekly, record and issue breach letters where applicable.
  • Organise livery, liaising with shift managers, OD's and the external provider.
  • Responsible for ordering and planning depot fuel and adblue deliveries when required.
  • Collate vehicle and insurance paperwork on behalf of the OD department for drivers with owned vehicles.
  • Assist the fleet ambassador when required with daily/weekly vehicle checks and quarterly vehicle weight checks.
  • Record all 21 day notices/7 day notices into a Google Calendar shared with the Transport Team and review any outstanding 21 day notice letters due with the DCTM/DQM.
  • Ensure that daily/weekly random alcohol tests meet the target set by transport and all results are filed.
  • Check Fleet Stock (mirror glasses, lamps, bulbs etc) and reorder as required.
  • Check Linehaul (Depot Specific) Spares and replenish if necessary.
  • Ensure that the gritter is in full working order and clean, during the winter period this is more regular (weekly) Report any defects to your RTE.
  • Carry out such other duties as may reasonably be requested by the DCTM/DQM/DCM

Key Measures of Performance

  • Reports completed accurately and on time.
  • Checks carried out in a timely and accurate manner
  • Minimum stock levels maintained.
  • Quality of vehicle record files and paperwork.

Qualifications About You**To succeed in this role you will have proven and demonstrable experience of working in a fast paced administrative role ideally within a transport environment.

  • You will have strong communication skills with the ability to communicate effectively across all levels within the organisation.
  • Approachable and friendly with the ability to build rapport with customers and col

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