Job Description...
| Job Title | Traffic Office Clerk |
| Department | Traffic Office |
| Reports To | Operations Manager |
| Date of Job Description | August 2005 |
| Hours of Work | Average of 44¾ per week with alternate Saturday mornings/every fourth Saturday morning |
Job Purpose
Working directly for the Operations Manager you will assist them in managing the daily operations involving the waste collections in accordance with all relevant legislation and guidelines and to the satisfaction of the customers. In conjunction with the Operations Manager the job holder will ensure all collections are made on the due date and with full compliance in respect of the Company's Operators License at all times.
Key Duties
- Preparing daily computerised drivers routes.
- Assisting with the supervision of Depot employees.
- Liaising with customers, both internal and external, in a courteous manner at all times.
- Ensure that all drivers are given a thorough debriefing at the end of their daily shift.
- Processing customer requests from initial order through to the invoicing stage.
- Effective and continued improvement in routing of vehicles.
- Economic utilisation of vehicle fleet.
- Arrange third party transport as and when required.
- Assisting the Operations Manager in controlling the depots budget.
- Liaising with the Regional Fleet Engineer.
- Assisting the Operations Manager to ensure full compliance with the Company's Operators Licence at all times.
- Hiring and off-hiring of vans and lorries.
- Paperwork processing and distribution to enable accurate invoicing.
- Assisting the Operations Manager to ensure all transport operations are in accordance with documented Health and Safety procedures and not in contravention of any legislation and guidelines affecting the public and the environment.
- Keep drivers records up to date.
- Assume overall responsibility, or joint responsibility if there is more than one Traffic Office Clerk, in the absence of the Operations Manager.
- Any other duties within skills and knowledge of the job holder as requested by the Operations Manager from time to time.
Key Skills / Experience
- Competent (basic/intermediate level) in Word and Excel and a good working knowledge of Outlook.
- Ideally, experience of databases or a willingness to learn.
- Good local geographical knowledge relevant to the Depot's location.
- Ideally, 2 years office-based administrative - minimum 1 year.
- Ideally, previous experience involving transport operations.
- Ideally, full clean driving license holder.
- Confident communicator, accurate, discrete, approachable, flexible and ability to multi-task.
- High importance to providing the best customer service.
- Strong team worker with ability to work on own initiative.
- Ability to move and change systems and processes within a growing business.
- Ideally, a holder or be willing to train to attain Certificate of Professional Competence (CPC), if necessary.
Key Performance Indicators
- Accurate recording of (routing) data - aiming for xx% accuracy.
- Quality and success in providing an efficient and effective service by:
- Ensuring that all calls/queries are responded to within a short timescale to a high standard.
- All calls are answered within xx rings.
- All calls are answered in a professional, helpful and professional way.
- Following up any queries or letting the customer know the status of the query.
- Ability to establish professional credibility at all levels.
- Problem solving, practical approach: knowing and able to resolve issues to a good standard or knowing when to refer to manager.
- Ability to focus on key priorities and deliver on time.
- Evidence of being a team player by being pro-active in showing support for colleagues and manager, e.g. training, absence cover etc.
- Evidence of being self-motivated by undertaking relevant training and making suggestions for continuous improvement in systems and processes.
