Jobs in United Kingdom

Summary

Post, Portering & Transport Services provides a wide range of logistics solutions to the University of Birmingham. We deliver the highest quality customer service through our local and international expertise. Integral to our success is a strong focus on planning and an ability to meet constant deadlines, complimented by our commitment to reduce our carbon emissions.

The successful candidate will be joining a small team of administrators who form part of Post, Portering and Transport Services (PPT Services). This is an important administrative post, supporting the Deputy PPT Services Manager to ensure all services provided by the department are recorded, processed and accounted.

The post holder will provide comprehensive high quality administrative support under the direction of the Deputy PPT Services Manager ensuring all bookings and records are processed in a timely and orderly manner. The post holder must work collaboratively with department Team Leaders in the provision of their administrative support in addition to liaising with internal and external stakeholders ensuring a high quality service is reached. The role will require a degree of flexibility to ensure operational requirements are met, the role is full time with working hours to be advised however candidates will be expected to work overtime with a degree of notice given.

Main Duties

Support to the Deputy PPT Services Manager

• Will provide comprehensive high quality, timely and accurate administrative support
• Vehicle and porters bookings using relevant data bases and systems, maintaining and updating KPI’s for reporting requirements
• Manage and maintain the Key Travel booking system, collating and checking information provided and contacting Key Travel to request additional bookers be added to the system.
• Maintain accurate records of Driving Licence checks for University fleet drivers ensuring that these are kept up to date and comply with GDPR / legislation.
• Assist Deputy PPT Services Manager in management of all fleet vehicles; ordering, updating records and alerts on fleet systems and managing charges relating to the University fleet.
• To assist in the associated financial recharges across the wide breadth of services provided through several data bases and software systems circa £250k per month.
• To provide information and advice on services available in a polite and courteous manner acting as a first point of contact for initial enquiries through to resolution.
• Independently manage correspondence, determining processes required and refer to correct team member.
• Maintain accurate data records and collate reports to support the business strategy.
• Assist in integration and management of new porters software system.
• Deal with complaints confidently and efficiently; knowing when to escalate to the Deputy PPT Services Manager.
• Proactively identify and recommend to Deputy PPT Services Manager ways of enhancing and improving customer experience and department efficiency.
• Contribute to reviews and evaluation of administrative processes and procedures ensuring they are fit for purpose, efficient, effective, compliant and continuously improved, sharing best practice across the department where appropriate.
• Any other duties relevant to grading of the post as required by senior staff.

Person Specification

Essential :

Desirable :

Dimensions

An organised individual with the ability to work well both within a busy and diverse team and independently deciding own short-term priorities and timetabling of tasks to meet agreed deadlines.

Able to accurately judge the urgency of tasks and reliably, independently and consistently, prioritise their workload.

Problem Solving and decision making

Enthusiasm and willingness to meet challenging and competing demands.

Internal and External relationships

Good interpersonal skills with the ability to communicate effectively with internal and external customers and staff, demonstrating a high level of discretion in dealing with confidential matters.