Logistics Coordinator

1 month ago

Coventry, United Kingdom Heart of England Co-operative Society Full time

To deliver the very highest standards of internal and external client care through exceptional service being delivered throughout the three key stages of a funeral journey - before, during and after, in line with Heart of England client service processes, policies and business standards and thereby contribute to the reputational and financial success of the location/s.

**Responsible for**:

- Management of diary bookings for all Society funerals.
- Management of fleeting of all Society funerals.
- Planning & managing the conveyance of deceased into our care.
- Planning & managing the conveyance of deceased to Funeral Homes for chapel of rest visits.
- Planning & managing transfers & repatriation of deceased as required by Coroners, Hospitals, Branches and client families.
- Internal administration in the logistics office, including all associated tasks that the Diary Office performs and new tasks as and when required from management, to include: stock orders, MI, Out-of-hours and On-Call Rota management.

**Performance of the post holder is measured against**:

- Effective booking of all funerals for the division in a timely manner and utilising the full resources available to maximise the diary potential.
- Effective management and planning of transfers and repatriations.
- Liaise with the Funeral Directors and Funeral Arrangers, to book, fleet, and staff funerals, ensuring a positive balance between the need for efficient operations and the requirement to meet customer expectations.
- Effectively manage the logistics for the conveyance of the deceased into our care making sure times scales are adhered to.
- Deal with third-party service providers whilst booking funerals (such as hospitals, doctors, coroners’ officers, cemeteries, and crematoriums), ensuring that the Society's professional and positive image is portrayed at all times to all contacts.
- Effectively manage the workload of the mortuary at the Coventry Care Centre.
- Ensure the fleet is maintained and serviced regularly and mileage records are kept and monitored. Vehicles must be cleaned and presented to the highest standard and kept in good working order.
- Ensure all documentation and administration is accurately completed in line with procedures and is filed and stored appropriately.
- Accurate gathering of information and completing of forms and submissions, as required, with respect to; vehicle accidents and incidents, Personal accidents and incidents, non-compliance with company policies and procedures and issues with quality of service provided by suppliers.
- To maintain the very highest levels of discretion at all times. Manage all information, written and verbal, in a secure manner and with adherence to all GDPR regulations. Keep private, at all times, any details pertaining to individuals; holidays, sickness, absences, training, disciplinaries, personal contact information and meetings. From time-to-time you will be aware of information or circumstances that affect individual members of staff, and this shall not be discussed with any other person other than the senior management team or HR and only as required for work purposes.
- Understanding of local areas and service locations.
- A high level of assistance offered to colleagues.
- Engagement with Continuous Professional Development plans.
- Always working towards exceptional client service.
- Supporting first-line colleagues in achieving the locations Goals and Objectives
- Management of physical resources including colleagues and premises which fall under your area of responsibility.
- Other KPIs, as agreed with the Head of Operations.

**Key tasks**
- Being an Ambassador for the Funeral Division and the Society as a whole, at all times.
- To maintain and be responsible for high standards of personal appearance, speech and conduct.
- To administer and submit wages information and update online attendance and wages systems as required, in a timely and accurate manner.
- To accurately record and manage items stored within the safe in the Diary office at Foleshill Road and fully engage with audits of this as required.
- Conversant in stock taking and ordering of stock.
- To lead by positive example fostering good working relationships with all colleagues.
- Fully understand the Identification procedure and personal effects procedure.
- Ensure compliance with Society Policies and Procedures, Ways of Working, standard funeral operating procedures, and Health & Safety guidelines.
- Ability to work on own initiative without the need for guidance from management or colleagues.
- To advise the Head of Funeral Operations (or other members of Funeral Management), at the earliest opportunity, of any occurrence or incident which is likely to result in a complaint or claim against the Society, or which breaches any Code of Conduct or policy or procedure set-out by the Society.
- Consult with the Head of Funeral Operations regarding own professional development and training.
- Takes pride

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