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Passenger & Training Services Administrator

2 weeks ago

Birmingham, United Kingdom Community Transport Full time

**'This is the best place I've ever worked. The people here are amazing, totally committed and they have become great friends.' CT Passenger Driver - Birmingham**
- This exciting opportunity is perfect for a reliable and compassionate individual seeking a fresh new challenge in a rewarding and trusted position._
- It’s more than a job. Helping an older person get out of the house. Helping an individual with limited mobility access vital services. Helping a renal dialysis patient get to their life saving treatment. That's when its real._
- At CT you'll get to experience lots of moments like these. That's because we're changing things for the better. From your very first day we want to make sure you have the skills to be brilliant and feel part of our team. You’ll learn more about us, our values, as well as understanding where you fit in and why you are so important to helping us to achieve what we set out to do._
- We have been providing a caring specialist transport service to improve people's quality of life for over 50 years and we know that having the right team is essential to delivering our high standards of passenger care._

**About the role**
An exciting opportunity has arisen for a Passenger & Training Services Administrator to join our ever growing Passenger Services Team in Birmingham. As a Passenger & Training Service Administrator you will deliver a timely, efficient and effective administration service that meets the business needs of the Passenger and Training divisions in the West Midlands_ _and the requirements of the Charity’s National Office. You will work flexibly as a key member of the team to ensure that passengers, customer organisations, partner organisations and work colleagues receive a first class service in terms of queries and requests by phone, letter or electronically, as well as when visiting the Charity’s premises. You will play a key role in collecting and entering data on the Charity’s CTX system so as to support bookings, driver sheets, post-trip data entry and fares collection, BSOG claims, VAT, sales and debtors, driver and training records, training bookings, and any other operational processes, as required

**About you**
- You will have an NVQ level 3 in Business Administration (or equivalent) or a willingness to work towards
- You will have a good standard of education (A-C Maths & English at GCSE or equivalent)
- You will have applied experience of computer systems, including data entry, word processing, spread sheets, and other Microsoft Office programs
- You will have experience if financial accounting procedures and general administrative tasks
- You will possess excellent customer service & communication skills and experience of working in a customer focused environment - You will have the ability to work effectively as part of a team and the ability to manage and prioritize your own workload

**Key responsibilities of a Passenger & Training Services Administrator;**

2. To ensure that weekly mailings, cash reconciliations and timesheet/ payroll information are processed efficiently and effectively in line with timescales and procedures set down by the Charity’s Finance and HR teams

3. To assist in debt management by reviewing and monitoring outstanding debts, contacting customers accordingly and making sure debts are routinely managed by using the Charity’s debt management procedure, supporting the Finance Administrator in these tasks

4. To deal politely, sympathetically and promptly with a diverse range of customers, suppliers, colleagues and service partners, taking care to ensure the highest possible standards of customer service in all your dealings

5. To assist your Manager with the recruitment of employees, volunteers and trainees on placement, working to the policies and procedures set down by the Charity’s HR team

6. To support your Manager in advertising and marketing campaigns, events, publications and leaflets

7. To take notes in meetings and produce accurate records of conversations between staff and managers, ensuring confidentiality at all times

8. To ensure that customers are given clear directions for use of the Charity’s services (including training and furniture services), are welcomed with courtesy and respect, and given assistance as required

9. To take passenger service and training enquiries and bookings, liaising with colleagues to ensure a match with vehicle and driver availability and the appropriate pricing for the job

10. To explain the Charity’s systems for paperwork, fuelling, keys, training, breakdown, insurance, etc.

11. To work closely with your Manager and colleagues to ensure CTX users enter accurate, consistent and reliable information

12. To enter post-trip information accurately and efficiently and run routines for data analysis, BSOG claims, fare reconciliation and any other purpose set by your Manager

13. To work with your Manager and colleagues on any other technical, administrative, marketin