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Office Coordinator (Dial a Ride)

Job Title: Office Coordinator (Dial a Ride)
Contract Type: Permanent
Location: London
Salary: 23000-25000
Start Date: ASAP
Reference: 030946
Job Published: August 10, 2019 10:26

Job Description

Office Coordinator ODT (Dial-A-Ride) 030946
Organisation - Dial a Ride
Job - Administration
Position Type - Full Time
Salary: Circa £23,000 to £25,000 per annum depending on skills, knowledge and experience
Location: South London

Overview of project/role

Based at one of the Dial a Ride (On Demand Transport) regional offices, the post holder performs the business critical task of scheduling and allocating our fleet of drivers to ensure we have the capacity to deliver over a million journeys a year for our elderly and disabled members. The role also provides administrative support to local managerial and operational staff, as well as running reports, analysing and entering data and keeping operational databases, personnel files, fleet records and rotas up to date.

Key Accountabilities

Post holder is responsible for the advanced allocation of driver resources, scheduling in advance in line with pre-built rotas, taking into account annual leave, sickness and overtime availability. 
In addition to advance scheduling, day to day management of the driver allocation is essential to ensure optimum use of resources - this could include scheduling meetings, shift swaps, inputting restrictions, adjusting shift lengths or amending start/finish times.
Fleet fuel and mileage reconciliation, ensuring data is accurately entered and vehicle usage and expense accounts are balanced to provide a true record of fleet performance.
Accurately maintain records on Trapeze, SAP and in personnel files to ensure attendance, overtime, annual leave and personal information is held correctly; using this information generate weekly, periodic and ad-hoc reports to enable the timely and effective line management of operational staff.
Support local management in the day to day running of the site - this could involve assisting with the run in/run out, note taking, filing, procurement, MDT issues and staff liaison.
Assist local staff with queries relating to payroll matters, staff passes, uniforms, expenses, leave requests & shift times.
Liaise with Operational Training and HR to ensure new members of staff fully complete training, are placed on rotas and set up properly on payroll, SAP, have a personnel file and are set up properly with MDT devices and email accounts.
Undertake general office management tasks to ensure stationary, forms, notice boards, recycling and data storage is suitably maintained.

Skills, Knowledge & Experience

Good understanding of office procedures including data protection and confidentiality. Essential
Good working knowledge of MS Office Packages including Word, Power-Point, Excel and Outlook and the ability to learn bespoke local programmes such as Trapeze. Essential
Knowledge of SAP processes and functions (external - any large scale personnel database) Desirable
Knowledge of rota building, maintenance and management Desirable
Highly organised with the ability to manage workload independently and to periodic deadlines. Essential
Able to multi task and prioritise in a fast paced operational environment Essential
Outstanding problem solving ability with the talent to analyse a range of solutions and select the most appropriate/efficient Essential
Strong note taking, typing and administrative ability. Essential
Strong numeracy and literacy with the ability to understand and interpret multiple sources of data. Essential
Experience in providing a wide range of administrative support to local management teams, including secretarial based support and day to day management of office tasks. Essential
Strong experience of rota management and scheduling in a fast paced, changing operational environment. Desirable
Experience entering data and maintaining personnel records (electronic and paper) accurately. Essential
Experience in running and creating reports and interpreting and extrapolating the data from within. Desirable 

Equality and Diversity

We are an equal opportunity employer and value diversity. We do not discriminate on the basis of race, religion, ethnicity, gender, sexual orientation, age or disability status.

Application Process

Please apply using your CV and a two page covering letter.

Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter.

The closing date for applications is 16 August 2019 @ 23:59


In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the business area but mostly include:

Final salary pension scheme
Free travel for you on the TfL network
A 75% discount on National Rail Season Ticket and interest free loan
30 days annual leave plus public and bank holidays
Private healthcare discounted scheme (optional)
Tax-efficient cycle-to-work programme
Retail, health, leisure and travel offers
Discounted Eurostar travel