New Vacancy – Senior Admin Assistant
The Senior Administration Assistant will support the day -to- day running of the organisation. As part of a team, you will be responsible for administration activities relating to Community Transport services and will liaise with our members, drivers, volunteers, including trustees, and other staff members. We are a small team so flexibility is required and from time to time you may be asked to cover other tasks deemed necessary to the Organisation. This position report directly to the Business and Community Manager.
The Core responsibilities broadly include:
General
- General office administration to ensure the day-to-day business of the organisation.
- Carry out start of day and end of day procedures as and when required.
- Maintain booking database for shopping, dial a Rides, Trips, Hires and driver training and ensure jobs are covered.
- Provide support to execute the Marketing strategy.
- Receive training on the use of the database (Community Transport) to manage, organise and track client bookings and data relevant to the business of the organisation.
Administration and client bookings
- Handle incoming telephone queries and bookings via phone, email & post.
- Update and maintain accurate client records on all systems.
- Provide quotations for new business.
- Plan day trips – booking destinations, taking bookings, route planning and managing pickups.
- Provide cover for other team members where required.
- Using a Community Transport database, input bookings and relevant data to produce daily driver schedules for paid and volunteer drivers.
- Calculate pick up routes and times as necessary.
- Advise members on pick up times.
- Identify paid and volunteer drivers to carry out transport requests.
- Process daily job sheets and driver mileage.
- Process client memberships and renewals.
- Prepare and issue new customer packs.
- Maintain an awareness of data protection and confidentiality at all times.
- Process driver mileage for BSOG reports.
Marketing support
- Provide support for the Business Manager to maintain social media platforms.
- Produce documents to support Business Manager as needed.
Finance
- Handle payment transactions and process online and telephone payments.
- Issue refunds.
- Process Sum Up entries (card payments).
- Record fuel receipts.
- Assist with extracting data for BSOG (fuel rebate) reports.