Administration Assistant

Job description

Job Type

Administration

Location

Bracknell - Ambient Warehouse

Partnership Level

10

Closing Date

13/11/2020

Vacancy Type

Permanent

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Salary

£9.40 - £12.30

Salary Frequency

Hourly

Hours of Work

35

Description

As a Partner in a unique business, you will share in the responsibilities of ownership as well as its rewards. Partners in the business deliver this through the following commitments:

Duties & Responsibilities

· 
Taking responsibility for our business success

We take responsibility to deliver the right experience for all customers and generate profits for us all to share

· 
Building relationships powered by our principles

We build relationships based on honesty, respect and encouragement.  We expect these behaviours of each other and demonstrate them at all times

· 
Creating real influence over our working lives

We take opportunities to develop ourselves, balance work and life priorities and offer personal support

Click here to see the expected behaviours for these commitments.

Job Purpose

To complete all relevant administrative duties within the RDC, ensuring efficient and effective office support and the accurate input of information into the Personnel and Operational systems.  To adhere to all Health and Safety and Operational procedures and conduct themselves according to the Partnership’s principles.

Accountability

Measure

· 
Complete Site stats and reporting to enable Head Office to supply data for the business reporting of Key Performance Indicators.         

· 
Timekeeper responsibility - Processing and accurately recording Partner and Agency hours worked, absent, sick, holiday, overtime paid and unpaid man hours on a weekly basis on Paragon and Workday systems to minimise pay and invoice queries whilst adhering to deadlines and completing weekly statistical information.

· 
Support site administration including room bookings, preparation for events/functions on site, organisation, production and printing of required presentations and supporting with on the day activities and acting as a point of contact for the Distribution Services Support Centre (DSSC).

· 
Administration of the One Step Beyond process on behalf of the site and ensuring adequate recognition is available.

· 
Support with the production and maintenance of the site communications including updating comms boards, TV screens, table talkers, producing site newsletters and other forms of communication.

· 
Ensuring purchase orders are raised correctly on the Oracle system and all invoices are checked and processed accurately and on time, ensuring all issues followed up in accordance with the business requirements. 

· 
Ordering, recording, unpacking and distribution of clothing/footwear as appropriate.  Controlling Partner purchase requirements and, where applicable, submitting journal for correct costs/codes for the Finance department.  Ensuring adequate stock levels of business dress, stationery and sundry items.

· 
Transport administration responsibility - Collating tacho data to ensure full EU compliance, Ordering and recording fuel ensuring that there are enough consumables available, Dart/Toll tags, Backhaul information, CDU, Triscan and Fleetboard.

· 
Monitor and manage the pool car system and bookings for the site.

· 
Other administrative duties as required including but not limited to identifying First Aid requirements, managing Partner swipe cards and visitor passes, managing the car pool system, and producing other statistical information.

· 
Undertake any project work set out by the Resource Planning & Compliance Manager and assist with all aspects of the RDC operation as directed.

· 
To work within other areas / departments within the RDC as requested by Management.

· 
To ensure all Legal, Health and Safety and Operational procedures are adhered to at all times ensuring the safety of self and others.  

· 
Report any injuries, accidents and any Health and Safety issues.

· 
Adhering to procedures and practises according to the training received, including Personnel procedures, and keeping up to date with Partnership News via the notice boards and editiorials

· 
Attend regular communication meetings and communicating any operational issues to the Management team.

· 
To keep up to date with Partnership news by reading notice boards and the Partnership’s editorials.

· 
To ensure all Personnel procedures are adhered to and completed as required.

· 
Their behaviour to other Partners and members of the Management team.

· 
Assist Resource Planning & Compliance Manager with daily tasks as required.

· 
All admin duties are consistently achieved accurately.

· 
Work within agreed targets and support all departments.

· 
All reporting procedures adhered to.

· 
Productivity and Performance targets as set by management.

· 
Partnerlink maintained accurately and  on time.

· 
Hours recorded accurately for costs and productivity reports.

· 
Partners and agency personnel paid accurately and any Partner pay queries dealt with in a timely manner.

· 
Waitrose charged correctly and suppliers paid on time.

· 
Hours recorded accurately for costs and productivity reports.

· 
DSSC issues are communicated appropriately in the RDC and resolved in a timely manner.

· 
Waitrose charged correctly and suppliers paid on time.

· 
Offices have the equipment and Partners are supplied with the necessary business dress to do their roleOffices and Partners have the necessary equipment and business dress to compelte taks and roles.Ensure up to date Tachograph information is available for analysis.

· 
Infringements are returned to agencies to conform with current EU regulations.

· 
All admin duties are consistently achieved accurately

· 
Work within agreed targets and support all departments.

· 
All reporting procedures adhered to.

· 
Accidents and injuries kept to zero or minimal.

· 
Knowledge of operational changes and procedures and an awareness of the Business Plan.

· 
Partnership principles and ethos followed at all times.

· 
Training records and all other Personnel procedures adhered to.

· 
Display Partnership behaviours to other Partners and members of the Management team.

Required Experience, Skills & Qualifications

· 
Excellent PC skills including Word, Excel and Powerpoint

· 
EU drivers hours and WTD legislation knowledge

· 
Experience working in an office or clerical  role in a distribution / Transport environment

· 
Previous experience of data processing and inputting

· 
Payroll experience

· 
Experience with Rotas

· 
Logistics Planning and Scheduling experience

Relationships

Internal -

Partners, Agency,  Branches, other RDCs, JL and Central Teams

External-

Suppliers

What you should know about the job

This role would suit someone who:-

· 
Demonstrates excellent Partnership behaviours

· 
Is results orientated, organised and deadline driven

· 
Is approachable, discreet and a confident communicator

· 
Is confident in communicating with people on all levels

· 
Has a good degree of literacy and numeracy

· 
Is reliable and punctual

· 
Excellent attention to detail

· 
Is self motivated,proactive and logical in approach

· 
Has the ability to accept and adapt to change

· 
Is able to prioritise their workload and multi-task

· 
Has good problem solving and analytical skills

Duties and Responsibilities

We would like to support you in attracting the best candidates for your vacancy. Please contact your Resourcing Consultant to discuss a job description, pay range and any other details which may support this recruitment before we are able to progress your job requisition. Please contact the Resourcing Service Centre on ​01344 764 855 option 4 and one of our Resourcing Administrators will be happy to transfer your call to your Resourcing Consultant.

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