Vacancy Base:
Chelston Motorway Maintenance Depot
Junction 26 - M5 Wellington
County: Wellington, Somerset
Contract Type: Permanent
Hours: 40
Ringway is a market leader in the Highways Term Maintenance Industry, responsible for looking after over 50,000 kms of the UK’s highways network. We take pride in offering a dedicated, flexible approach which supports our clients, underpinned by the recruitment, development and retention of a locally based workforce. We want you to grow your career in a way that suits you, whether that is making the best of your skills in a role you enjoy, or developing new skills as you progress with our company.
Activities of the team/department that this role will operate in:
To provide defined administrative support to the Operations Team.
Purpose of the role and your responsibilities:
1. Local Fleet Administration
• Sort incoming vehicle paperwork for allocated depots
• Scan vehicle repair sheets, TM gate check and drivers’ hours sheets and send to Fleet Team
• Support the resolution of Fleet invoice queries in Workcycle
• Winter Maintenance treatment report sheets, scan and file
2. Local Health and Safety Administration
• Scan in and upload to SharePoint depot Health and Safety briefing sheets
3. Local Commercial Administration
• Support the JRS's process by; finding/ scanning and uploading to Confirm, monitoring JRS dashboard on Confirm, supporting the resolution of queries from Commercial team over missing JRS's/ costs
• Scan in Barrier repair, Traffic Barrier job packs and other job packs for cost reimbursable jobs to Confirm, including National Highways Green Claims team queries regarding barrier jobs
4. Local Finance Administration
• Receipting (GRN'ing) of deliveries and material orders
• Progress Workcycle invoices and queries
• Raise requisitions for a range of depot related items for example; material orders, PPE, stationery, milk etc.
• Scan and send GAP and plant tickets
• Carry out validation of Papyrus reports on SAP
• Preparing and sending expense claims for operatives
5. Local Payroll Administration
• Data entry non-salaried time sheets onto KHEOPs and produce the required information to be submitted to payroll department.
• Identify all missing timesheets and sickness certificates and chase line managers for them
• Collate and data input absence records (sickness and annual leave etc) and other personal details
• Check accuracy of weekly posting reports when received from Central payroll department
• Process non-salaried employment offers, contracts and starter paperwork notifying central HR Advice Team when the offer is accepted so that the vacancy can be closed, enabling the starter form to be completed.
• Complete workflows for changes including any related letters.
• Ensure employee completes all starter forms and checks, set them up in KHEOPS, e-HR and PeopleDocs with the proper authority signatures, where required.
• For non-salaried employees send copies of all paperwork and forms to the central payroll team by the relevant payroll deadline.
• Carry out right to work checks for new starters in line with published company procedures and employment law.
• Liaise with the line manager to submit BPSS clearance checks to National Highways with the relevant evidence and track approvals or denials, flagging the latter to the Area Manager and Regional HRBP.
• ICT requests for new starters - Phones or computer access
• Process leavers using the Leaver's form updating the employee record on KHEOPS to show they are a leaver and forwarding the relevant paperwork to the central payroll team as a matter of urgency to ensure that people are not overpaid and closing the individual's e-HR and PeopleDocs file.
• Flag any queries or anomalies relating to pay to line managers seeking advice from the central payroll team and/or HR Advice and/or Regional HR Business Partner
• Produce annual holiday leave entitlements and regularly holidays reports for managers for them to ensure staff holiday is being managed and taken
• Forward any requests for employee information (rental references, Child Support Agency etc.) to the central HR Advice team for completion.
6. General Operation Team Administration
• File waste transfer paperwork for allocated depots
• Office printer management including calling out engineers/ and use online portal for Apogee for allocated depots
• Coordinate the weekly call out Rota sheet for the ROC
• Scan and file Fuel usage sheets
• General correspondence preparation and archiving and file management
Skills required:
Competent in the use of Microsoft Office applications particularly Excel, Word and PowerPoint and with finance or data systems.
Experience required:
Good general education
Experienced in working with data and finance systems.
Knowledge:
Skilled administrator having previously held a similar role
Excellent communicator, both verbally and written, with all levels of staff
Good organisation and time management skills
Accuracy/attention to detail
Ability to work with minimal supervision.
Personal qualities:
Collaborative in approach and committed to team working
Discrete and confidential approach to work
Proactive in contributing to improving processes and procedures
Previous good attendance
Flexible in terms of hours worked and attitude.
Awarded Investors in People Silver, a member of the 5% Club and recognised as an Investor in Diversity. Providing opportunity and growth for all our employees is the bedrock of our business, ensuring a safe, happy and productive workforce.
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