Transport Admin Clerk

Transport Admin ClerkApplylocations: Birmingham, United Kingdomtime type: Full timeposted on: Posted Todayjob requisition id: R268801Our team members are at the heart of everything we do. At Cencora, we are united in our responsibility to create healthier futures, and every person here is essential to us being able to deliver on that purpose. If you want to make a difference at the center of health, come join our innovative company and help us improve the lives of people and animals everywhere. Apply today!# Job Details Job Purpose: Our team members are at the heart of everything we do. At Alliance Healthcare, a Cencora company, we are united in our responsibility to create healthier futures, and every person here is essential to us being able to deliver on that purpose. Job Scale: To assist in the effective management of Transport operations to ensure the Service Centre Transport Fleet function delivers agreed financial and customer service objectives. Acting as a vital link between drivers, warehouse and management by ensuring all transport operations are conducted legally, safely, and in full compliance with Health & Safety obligations to drivers and members of the public. The transport clerk must ensure timely and efficient vehicle, driver and route planning for both internal and external customers. Key Accountabilities: Transport Planning and Coordination Maintain full knowledge of all transport operational procedures. Prepare and plan delivery schedules, incorporating Service Centre and third party customer/supplier requirements and driver rota criteria. Liaise closely with the warehouse team to ensure seamless handover and operational flow. Monitor and record temperature data to ensure compliance with product handling standards. Investigate missing parcels and take appropriate follow up action. Driver Support and Documentation Attach all required documentation to driver timesheets (maps, uplift notes, trailer/unit check sheets). Check delivery paperwork for accuracy and completeness. Challenge drivers on missing or incorrect information in a constructive and respectful manner. Debrief drivers at the end of their shift, ensuring all paperwork, PODs and uplift notes are returned and accurate. Check driver timesheets before distribution, ensuring trailer numbers, vehicle registrations and shift start times are correct. Ensure driver hours feed correctly into the Working Time Directive Spreadsheet and report discrepancies promptly. Analyse digital tachograph charts and prepare/distribute infringement reports. Calculate weekly miles per gallon for hire vehicles and share results with relevant managers. Customer Service and Communication Build strong relationships with customers to understand their needs and deliver excellent service. Communicate proactively with customers regarding delays or issues affecting deliveries. Respond to phone calls and emails promptly and professionally. Act as a proactive partner to customers, supporting problem solving and continuous improvement. Agency and Payroll Support Liaise with driver agencies regarding staffing, pay queries and shift requirements. Brief agency personnel at the start of their shift, issuing required documentation, fuel cards and gate passes. Record agency hours accurately and submit to Payroll by agreed deadlines. Ensure wage data from driver timesheets is entered correctly and checked before submission. Data, Reporting and Compliance Update daily Fleet KPIs, including fuel usage, mileage and fleet costs. Maintain a clear and accessible filing system for all transport documentation. Produce and support KPI reporting as required. Ensure all visitors and contractors comply with Health & Safety procedures. Maintain office housekeeping and hygiene, including regular file archiving. Follow all company policies, including Health & Safety and Non Trading Order (NTO) processes. Place uniform orders when authorised, ensuring compliance with procurement procedures. Teamwork, Active Learning & Continuous Improvement Support other areas of Transport and Transport Administration when required. Ensure holiday cover is fully briefed on any changes to processes. Contribute to a culture of Active Learning by seeking opportunities to improve processes, share knowledge and develop new skills. Demonstrate Active Leading by empowering colleagues, encouraging collaboration and supporting innovation within the team. Identify and escalate any issues requiring special action to the Transport Supervisor or Manager. General Duties General office duties and ad hoc tasks to support business needs. Welcome all visitors in a polite, friendly and professional manner. Maintain high standards of professionalism and integrity at all times. Building Customer Loyalty Meet customer needs effectively and consistently. Build productive and positive customer relationships. Take ownership of customer satisfaction and loyalty, ensuring issues are resolved promptly and professionally. Communication Convey information clearly and confidently through various channels (verbal, written, digital). Engage audiences in a way that supports understanding and retention of key messages. Adapt communication style to suit different individuals and situations. Contributing to Team Success Actively participate as a team member to help achieve shared goals. Support colleagues, share knowledge and contribute to a positive team culture. Work collaboratively across departments to ensure smooth operations. Initiating Action Take prompt action to achieve objectives and resolve issues. Go beyond minimum requirements to support operational success. Demonstrate a proactive approach, anticipating challenges and taking steps to address them. Safety Awareness Maintain awareness of conditions that may affect employee safety. Follow all Health & Safety procedures and encourage others to do the same. Report hazards, risks or unsafe behaviours immediately Knowledge, Skills and Experience Required: Any prior knowledge of the following would be highly advantageous: Experience in a transport, logistics or distribution environment (preferred but not essential). Previous experience within an administrative role. Experience working within a cross-dock operation. Drivers Wage Calculation Location of Cencora Alliance Healthcare service centre network Route Planning Good understanding of security procedures Strong organisational skills with the ability to prioritise tasks in a fast paced environment. Ability to build positive working relationships with drivers, department team members, warehouse team members, customers and external partners. Experience with transport management systems (TMS) or similar software is an advantage. Understanding of driver hours, Working Time Directive and tachograph regulations (training can be provided). Problem solving mindset with the ability to remain calm under pressure. Willingness to learn, adapt and contribute to continuous improvement. Essential Requirements: Ability to use initiative Good communication skills, both written and verbal. Strong attention to detail and accuracy in data entry and record keeping. Good telephone manner Strong admin and IT skills Intermediate Numeracy and Literacy Confident in using IT systems, including Microsoft Office including 365, Excel, PowerPoint, Word and Teams Ability to work night shifts reliably and consistently. Right to work in the UK. Strong commitment to Health & Safety and compliance. Ability to handle confidential information responsibly. A proactive, positive attitude and work ethic aligned with Cencora's purpose and Guiding Principles. Willingness to embrace Active Learning and Active Leading as part of everyday work. No budgetary or managerial responsibility. Additional Information: Some UK travel may be required occasionally with overnight stays. An agreed element of flexibility may be required.Must be able to work on the weekends if required