Apprentice Transport Administrator

Summary

An exciting role has arisen within the Transport team at KAEFER Ltd based in Jarrow - To provide administrative support to the Transport Manger to ensure the efficient and effective control of all transport related matters. Maintaining accurate vehicle and driver records to ensure compliance with internal procedures and legislative requirements.

Annual wage: £17,500 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: 08.00am to 4.00pm Monday to Friday
40 hours a week
Possible start date: Monday 25 November
Duration: 1 year 6 months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

> Processing hire requests, coordinating delivery/collection of hire vehicles.

> Raise purchase orders for hire, damage and repairs

> Maintenance of commercial vehicle database;

Add new hires/remove off-hires from weekly supplier report

Key in details from commercial vehicle logs including driver name and mileages

Ensuring drivers detailed on vehicle logs are duly authorised to drive company vehicles

Liaise with hire company to ensure vehicles are serviced and maintained in accordance with manufacturer intervals

Produce and distribute hire reports for divisional review.

> Upload monthly IRFS Data

> Update motor insurance database (MID) with weekly on/off-hires

> Liaise with hire company to resolve vehicle breakdowns and vehicle replacements to minimise operational disruption.

> Maintenance of approved driver database;

Ensure driver mandates are in date, monitor and action licence changes and endorsements

Process new driver approval, input licence data to online licence check system ensuring driver submits appropriate approval to verify relevant category held for the vehicle type to be driven

Ensuring drivers sign acknowledgement of the driver handbook,

Conduct periodic data cleanse, removing leavers for the approved drivers database.

> Driver Training:

Ensure all employees driving on company business complete online risk assessment

Allocate/monitor completion of additional training modules assigned following speed reports and accident data

> Grey Fleet:

Check all mileage claims to ensure drivers are authorised, have provided correct documentation and the correct rate has been claimed,

Upload mileage data for environmental reporting

Ensure driver have appropriate business cover on motor insurance and vehicle is appropriately maintained by checking online MOT status

Ensure Business Mileage from is update periodically inline with HMRC rates

> Check hire invoices to ensure rates and job numbers reconcile with commercial vehicle database

> Monitor and action MOT and RFT requirements for any owned vehicles

> Tolls, Tunnels and Congestions Charging

Monitor on/off hires for the addition/removal of vehicles on relevant accounts

Ensure all accounts are regularly toped up to avoid PCN’s

> Process PCN’s and notices of prosecution, making payment and liaising with payroll department to ensure amount is deducted from driver’s wages, uploading and hyperlinking to Fines spreadsheet.

Where you’ll work

Riverside House Rolling Mill Road

Viking Industrial Estate

Jarrow

NE32 3DP

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

ACCESS TRAINING LIMITED

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.

Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.

Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.

Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.

Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.

Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.

Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.

Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

Business Administrator level 3 apprenticeship standard

Level 2 functional skills in Maths and English if exemptions are not held

Requirements

Essential qualifications

GCSE in:

English (grade 4)
Maths (grade 4)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Organisation skills
Problem solving skills

Other requirements

Please ensure that you can travel to this location for a 8.00am start daily.

About this company

KAEFER Ltd is a multi discipline contractor operating across the UK and Ireland. The role is based in Jarrow.

After this apprenticeship

The role is intended to develop over time and ongoing training will be provided.

Ask a question

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