Transport Administrator

Harrow, Middlesex
SEVA CARE GROUP
MAIN PURPOSE OF THE JOB

To provide administrative support to the transport team and the L&D dept.

MAIN RESPONSIBILITIES

1. Transport Requests and Bookings

• To process transport bookings as per agreed contracts.
• Record daily statistical information such as service quality, complaints etc.
• To ensure all records, electronic and hard copies, of users, user groups, drivers etc. are always fully up to date.
• To monitor services and report any issues accordingly
• Ensure that users requests for information about services is dealt with promptly
• Oversee, monitor and ensure up to date records are kept in respect of users records
• Process monitoring information on the quality of transport provision
• Process quality surveys of users’ experience of transport provision is undertaken and collated according to contractual obligations throughout the year
• Create all new regular or on-going transport bookings onto the system, alongside the team
• Liaise with the transport Manager to ensure ongoing service is maintained and to address any issues/complaints.

2. Users

• Liaise with Transport Manager regarding member/client issues.
• Liaise with social workers regarding referrals and plan bookings
• To liaise with Seva’s services such as our schools, day respites and R&R as well as other organizations to ensure that up-to-date information is provided and sought from them regarding transport needs and changes.
• Taking calls from users and prospective users of your service and answering any queries about the service.

3. Drivers

• Liaisewithdriversandassist withtheorganizationof drivershiftpatternstoensureallbookingsarecovered correctly, including Agency usage.
• Keep the driverrecords andfiles uptodate.
• Liaise with other members of staff and the needs of the service to take part in organizing driver induction programs.
• Liaise with outside agencies about driver records as and when required.
• Process drivers leave requests by ensuring all leave is shown on the wall calendar
• Ensuredriversarewearing the correctsafety equipment andtheir ID when undertaking Seva Transport work.
• Ensurealldrivers havea workingmobilewhenundertakingdriving tasks.
• Create/update/reviseforms/letters/logsheetsforwhere required.
• Organizeandbook MiDAS training when required.
• In the Transport Managers absence, deal with driver’s timesheets, payroll and any payissues
• Ensure self-certs and sick notes are submitted ontime.
• Report all driver sickness weekly

4. Other

• Booking repairs and regular compliance checks.
• Check/action/submitvehiclecollisions/incidents forms to the Transport Manager
• Respond to ‘out of the ordinary requests for transport and ensure that complextransportrequestsareadequatelyresearchedandrespondedtoappropriately
• Providing administrative and general support in other services operated by the Transport Unit as and when required.
• Monitor for any unauthorized costs being accepted without purchaser’s consent
• Deal with any invoice queries/cancellations/refunds
• Provide cover for the Transport Manager when they are on leave, ensuring all tasks are handled appropriately.

5.Learning & Development Admin

• To download training reports from the e-learning portal on a Monthly basis.
• To transfer updated info from these reports to the Org Training Matrix
• To send out training reports to all Service Managers on a Monthly basis
• To keep the classroom training matrix up to date as and when classroom training occurs.

PERSON SPECIFICATION

Essential

1. Demonstrate an understanding of equal opportunities and have the ability to adhere to and promote Seva Transport’s Equal Opportunities Policy.

2. Excellent communication skills, together with a professional, caring and helpful attitude that reflects the overall culture of the organization.

3. An understanding of the needs of users with mobility, sensory, emotional and/or behavioral difficulties.

4. An understanding and awareness of the importance of confidentiality and discretion when dealing with users.

5. Possess strong literate and excellent computer skills and experience in using Microsoft Office software packages.

6. An understanding of office administration systems and the ability to work accurately tothesesystemsin apressurized environment.

7. An experienced teamworker, who is willing and able to work unsupervised on own initiative at times.

8. Ability to manage own workload and time on a daily basis to ensure tasks are completed prior to the end of ashift.

9. Experienceof scheduling and implementing staff rotas

10. Experienced in dealing with the general public,ideally through a customer relations role or another similar customer focused position.

11. Experience of data inputting.