Administration Assistant

Founded in 1864, the Clarke Chapman Group specialises in materials handling equipment and provides manufacturing and support services to a wide range of industry. As part of our proud heritage, we have been involved in the UK rail industry designing, manufacturing, and maintaining on track rail equipment. Clarke Chapman Facilities Management are responsible for several long-term maintenance and operation contracts for our client Network Rail.

In 2000 Clarke Chapman was acquired by Langley Holdings plc, a diverse, privately owned engineering group based in the UK with principal operating divisions in Germany, Norway, France, Italy and the UK, with a substantial presence in the United States, and more than 90 subsidiaries world-wide. The group employs around 5,000 people worldwide.

As a valued member of our team, the Depot Administration Assistant's primary duties will be to carry out administrative support service to the management & maintenance teams on the Rail Maintenance Engineering Contracts.

The Depot Administration Assistant will provide an efficient administration support service for the depot and its associated sites entailing the input and maintenance of accurate records. Expediting necessary spares, materials & consumables to ensure the Fleet Maintenance Plan in maintained within schedule. The company places a high priority and emphasis on the Health, Safety and welfare of its employees and its operations. The Depot Administration Assistant will be required to ensure that all policies and procedures are correctly followed.

**Outline of main are**:

- Issuing of job numbers to tasks and updating internal asset maintenance logs.
- Develop and maintain period reports to identify trends, causal failures, and recommendations for areas of improvement.

Undertake the following tasks for completed maintenance records.
- Check to ensure compliance with client maintenance instructions.
- Scan and file records electronically.
- Upload electronic files to client Fleet Asset Management System (FAMS based on IBM Maximo).

Inputting additional information to FAMS that will comprise:

- Raise work orders c/w spares/material requirements.
- Processing/updating work orders with labour details and spares & materials used.
- Closing out work orders on maintenance task completion.
- Run reports from the client FAMS to support period KPI reports relating to performance, the use of spares, materials, and consumable items

Work with Project Engineers to ensure all unplanned maintenance is fault coded and risk scored appropriately.
- Track progression of fleet modifications and provide summary reports.
- Undertake physical stock takes to verify physical material quantities match stock levels on the client system.
- Keep abreast of auto replenishing processes to ensure that the necessary stock levels are maintained at the depot
- Provide general administrative support.
- Utilise IT systems, including document and process logging, purchasing, filing and retrieval.

Be prepared to carry out any work within capabilities.

**Education and Qualifications**

**Essential**
- GCSE maths and English grade C or level 4 (alternatively
- Functional skills level 2 in maths and English).
- Experience working in a similar role. - Proficient in using IT software i.e., MS Word, Excel, databases etc.
- Good interpersonal, oral and written communication skills

**Desirable/Beneficial**
- Administration NVQ level II (preferable)
- Experience with IBM Maximo*
- Flexible attitude to tasks and job requirements
- Able to simultaneously handle the pressure of dealing with a variety of tasks in a demanding environment
- *Specific in-house training will be provided on client systems._

Standard hours of 37 per week are worked Monday - Friday at the York depot, occasionally additional hours may be required.

Other benefits:
25 annual holidays plus 8 bank holidays

Sickness benefit scheme on completion of probationary period

Cycle to work scheme

Death in service benefit (2 x gross basic annual salary)

Auto-enrolment pension scheme

**All applicants must be eligible to work in the UK.**

**Job Types**: Full-time, Permanent

Pay: £12.21-£12.45 per hour

Expected hours: 37 per week

**Benefits**:

- Additional leave
- Bereavement leave
- Company pension
- Cycle to work scheme
- Free parking
- Life insurance
- On-site parking
- Sick pay

Schedule:

- Day shift
- Monday to Friday

**Language**:

- English (required)

Work Location: In person

Application deadline: 25/07/2025
Reference ID: CCL/FM25/15