Transport Administration Assistant

An opportunity is available for an Administration Assistant in the Transport Department based at our Bristol depot. 

The duties involve a variety of administrative tasks that enables the provision of an efficient administration service to ensure that NGED complies with all legal requirements in respect of our vehicle fleet.

As part of our hybrid working approach this role offers a mix of office and home working. Hybrid working can only be considered once your initial training is complete and subject to business need.

If you are offered a position, you will be required to complete and provide a satisfactory basic DBS check that shows any unspent convictions or conditional cautions.

*Please note the successful candidate may initially be appointed at a lower salary until all relevant courses and training are complete.
About UsWe’re National Grid Electricity Distribution (NGED), the owner and operator behind the electricity distribution systems for the Midlands, the Southwest of England and South Wales. Serving communities of more than 8 million people, our expert teams deliver heat, light and power for homes and businesses.

National Grid employs over 29,000 people worldwide. We are building an inclusive workplace, a place to actively celebrate the cultures, personalities and preferences of our colleagues – who in turn help to build the success of our business and reflect the diversity of the communities we serve. Our vision is to be at the heart of a clean, fair and affordable energy future and we are doing this in a fast-moving industry with an increasing focus on tackling climate change, exploring new energy sources that are renewable, low carbon, and improve efficiency to meet demand.

Our Transport teams ensure that the National Grid Electricity Distribution (NGED) fleet operation is on the road 24/7, 365 days a year. 

That means taking responsibility for safety, ensuring legal compliance and delivering it all cost-effectively. 

As well as asset management, the team also oversees driver support and training and strives to ensure National Grid Distribution employees enjoy a service that enables them to work effectively and efficiently. 

Opportunities here range from Workshop Mechanics to Transport Administrators, and tasks include everything from whole life management of vehicles from specification to disposal through bunkered fuel supplies to administering the company car scheme. 

Our transport team are full of energy and enthusiasm, enjoy a fast-paced, dynamic working environment and are supported in their training and development. 

That includes annual industry courses for transport managers, workshop mechanic vehicle courses and qualifications, administrative training on transport rules and regulations as well as supplier and workshop visits.
Main Responsibilities
Making applications to authorised testing facilities for HGV MOT appointments, notifying Workshops of appointment dates and updating the Transport database as necessary.
Keeping accurate DVSA vehicle testing certificates.
Administration and integration of new vehicles; setting up vehicle records on the Transport Database and ensuring they are on the servicing programme.
Assisting in the scheduling, ordering and raising of purchase order numbers in relation to new vehicles.
Maintaining up to date records of the allocation, transfer or disposal of vehicles.
Preparing and submitting auction forms for surplus vehicles, checking auction proceeds and updating the Transport Database.
Liaise with external contractors for the administration of the LOLER inspection program for Cranes, Platforms and lifting equipment. Record inspection results and keep accurate certificates.
Maintaining the administration records that control the fuel card renewal system.
Ordering and issuing of fuel cards ensuring they are allocated to the correct Managed Units. Action the cancellation and deleting of fuel card records using set procedures required from the fuel card supplier.
Timely ordering of gas and diesel for bunkered Network Service fuel.
Informing the DVSA of any changes to the operating details of vehicles subject to the Operator’s Licence.
Providing standard reports relating to the Fleet and Lease Purchase vehicles.
Administration of the Company Car Schemes for Executive and Business Users
Administration of the accident reporting and repair process for Business Users.
Administration of the Driver Behaviour System and installation program.
Carry out audits for vehicle jobs input by workshops to ensure correct labour and parts are allocated appropriately.
E5 system - Process purchase orders & PPE requested and generated from the Workshops. Receipting of invoices and resolving invoice queries as appropriate.
Ordering of long term hire vehicles.
General administration duties i.e. filing of registration documents, vehicle maintenance documents, MOT certificates etc. and updating the Transport Database with accuracy.
Assist with monthly KPI reporting.
Ensuring all procedures are documented.

The Ideal CandidateYou should have a good range of computer skills as you will be required to update computer records and run ad-hoc and standard reports; good numeracy and literacy skills are essential as are basic interpersonal and communication skills to enable you to liaise effectively in writing and verbally both internally and externally.  You will need to be organised and be able to prioritise activities.  In addition, a good knowledge of Transport procedures and policies would be an advantage.

External candidates are required to have grade A*-C/4-9 GCSE in English and Mathematics or Functional Skills Level 2 qualification in both subjects.

Evidence of your qualification certificates will be required prior to appointment.

Interviews will take place on Tuesday 6th February 2024
About The CompanyJoining the UK’s leading electricity distribution business means plenty of career opportunities and well-deserved recognition. We reward hard work and encourage ambition. So, as well as a competitive salary, you will also benefit from:

26 days paid leave plus 8 bank holidays, up to 28 days with continuous service
Competitive contributory pension scheme (we double match your contributions up to a maximum of 12%)
Annual Share Save plan
Contributory private healthcare scheme for you and your family
Support via our Employee Assistance Programme, including musculoskeletal and physiotherapy services
Free on-site parking at all our main sites

Things you need to know

As an equal opportunities employer who is committed to Diversity, Equity and Inclusion, we celebrate individual difference and are actively bringing in more employees from diverse backgrounds to build on our inclusive culture. We anonymise all applications in our recruitment system so we can eliminate unconscious bias and be a workplace that reflects the community we serve. Hiring managers only have access to necessary information at interview stage. If you require additional support to complete your online application, please email nged.recruitment@nationalgrid.co.uk

Recruitment correspondence is usually sent by email, please check your email account including spam/junk folders regularly after the closing date.

We reserve the right to close the vacancy early should sufficient numbers of suitable applications be received, so it would be best to apply as soon as you can.