Transport Compliance Administrator

Job Title: Transport Compliance Administrator      

Reports To: Transport Manager/ Logistics Manager

Hours: Monday - Friday: 8.00am - 5.00pm (with 1 hour for lunch

and 2 x 15-minute breaks which are unpaid)

Location: Warmley, Bristol BS30 8TY

Job Purpose

To work alongside the Transport Manager carrying out administrative tasks assisting in the delivery of FORS (Freight Operator’s Recognition Scheme) accreditation for the business and ongoing compliance with both FORS and Transport Operator’s License requirements.

Power Electrics currently operate from five busy depots nationally and have a fleet of approximately 50 HGV’s of varying types.  We have over 30 dedicated drivers, plus numerous field engineers with company vans.  The successful candidate will be involved in production and maintenance of records of the following and more:

• Tachograph Downloads and analysis
• Driver Licence Checks
• Driver Eyesight Checks
• Vehicle Off Road Systems
• Vehicle and trailer maintenance intervals and scheduling
• Vehicle Excise Duty (VED) payments and record keeping
• Vehicle MOT slot bookings
• Maintenance of head office vehicle files
• Maintenance of Online Operator License Self Service system
• Generation of regular OCRS (Operator Compliance Risk Score) reporting
• Driver Toolbox Talks
• Driver Vehicle Defect Reporting

Key Tasks & Main Duties

1. Tachographs –

• Ensure all reporting and analysis is up to date in compliance with FORS requirements
• Run monthly reporting on tachograph downloads (drivers and vehicles) and liaise with depot staff to ensure they obtain and transfer downloads required for analysis
• Obtain and transfer downloads for vehicles and drivers based in Bristol
• Run regular monthly reports on run-in time (allowing for vehicle checks) and infringement reports for all drivers
• Maintain records on driver infringement history and liaise with Transport Manager, Logistics Manager and Depot Managers/Assistant Managers to ensure that driver briefings are signed for and recorded and that appropriate action is taken and recorded where infringement levels are unsatisfactory

2. Driver License Checks –

• Liaise with HR Department and review external bureau driver license checks. Maintain record of completed checks for all drivers and ensure that bureau is instructed to carry out more frequent checks as required under FORS compliance where penalty point thresholds are exceeded

3. Driver Eyesight Checks-

• Produce and maintain a record of regular six monthly eyesight checks for all drivers
• Liaise with depot management to ensure that all of their driving staff are checked at the required frequency and collate all records
• Carry our driver eyesight checks for all Bristol based driving staff and produce/maintain records

4. Vehicle off road systems (VOR)

• Assist in the production of a written policy to record all vehicles/trailers that are VOR or SORNED requiring signed and dated records to be held on file. To include VOR boards on vehicles, removal of keys from circulation, o license discs removed from vehicles, long term VOR vehicles removed from operator’s license.

5. Vehicle and Trailer Maintenance intervals and scheduling

• Liaise with Vehicle Workshop Foreman to ensure that maintenance schedule records are up to date and include all relevant information
• Pro-actively communicate with Transport Department and Depots to notify the requirement for inspections etc, in advance on a weekly basis
• Monitor compliance with inspection intervals and escalate to Transport Manager as required

6. Vehicle Excise Duty Payments

• Maintain records of VED payments for owned vehicles
• Liaise with accounts dept (and in due course, Fleet Manager) to obtain data on VED payments having been made for lease vehicles
• Make online payments for VED where required

7. Vehicle MOT slot bookings

• Liaise with Logistics Manager to ensure that MOT bookings are made for fleet HGV’s and with Vehicle Workshop Foreman to ensure that MOT’s are booked for owned vans
• Liaise with accounts dept (and in due course, Fleet Manager) to obtain data on VED payments having been made for lease vehicles
• Maintain records on VED payment of all vehicles

8. Maintenance of Head office Vehicle Files

• Regular maintenance required of vehicle files to ensure all held in correct format and up to date including V5, MOT, VOR and SORN where relevant, Plating Certs, VED, Lifting equipment certification etc is all in order.

9. Operator Licensing Self Service System

• Perform regular checks of all company Operator License status
• Update vehicle/ trailer lists where required (new acquisitions, disposals, depot transfers of vehicles etc)

10. Operator Compliance Risk Scores (OCRS)

• Apply for OCRS scores for all Operator licenses on a regular basis and record outcomes on file
• Escalate any issues raised by OCRS scores (for example as a result of roadside encounters with DVSA or MOT failures) to Transport Manager

11. Driver Toolbox Talks

• For Bristol depot, ensure that Toolbox talk documentation is read and signed for by all HGV/4x4 drivers as defined by EHQS department and that records of compliance are completed and returned on time

12. Driver Vehicle Defect Reporting

• Regularly review Defect Reporting compliance from vehicle files in Bristol and at Depot level
• Audit completion and signing off of defect reports in vehicle maintenance files on a regular basis

13. Other Administrative Tasks as required

• Will be required to assist with the processing of fuel management delivery paperwork and invoicing on an interim basis initially and then as demand requires

14. Comply with the Company Health & Safety Policy, including carrying out general housekeeping to ensure work areas are kept tidy
    
    
15. Comply with all aspects of the company ISO 9001:2015 procedures, proactively contributing to the company’s continuous improvement programme

Skills & Experience Required

1. Good organisational and communication skills
2. Suitable qualifications to demonstrate capability, i.e. solid secondary education or proven working experience in a field with transferrable skills
3. Must have good attention to detail
4. Strong IT skills and be able to use MS Excel                                 
5. Able to manage changing priorities in a fast moving environment
6. Ability to work as part of a team
7. Have a flexible approach to working hours as the needs of the business dictates

The successful candidate will be given full on the job training and be expected to carry out these tasks in support of the Transport Department

The Nature of our work requires CRB checks to be carried out and any offer is dependent on satisfactory references being obtained

Benefits: 23 days holiday plus bank holidays, company pension scheme, private medical scheme and life assurance scheme.

Power Electrics (Bristol) Ltd are an equal opportunities employer.