1. OVERALL JOB OBJECTIVE
• To be first point of contact on site for all customers via phone, mail & face to face.
• To carry out administrative site duties such as stationary & consumables ordering.
• To control the movements of assets onto and off site
• To confirm all customer delivery notes and manual notes within the Branch.
• To conduct stock counts regularly and understand the SAP supply chain to enable differences between count and SAP to be tracked.2. MAIN DUTIES
Site Admin Duties
• Daily
o Deal with all incoming phone calls
o Site inductions for contractors when required
o Permit to work / inductions
o Deal with mail in and out
o Raise purchase orders for site services & authorise
o Update transport spreadsheets, i.e. Failures log
• Weekly
o Check & order stationary
o Update key/card list
o Run Blocked invoice report & action
o Update transport spreadsheets, i.e. Odometer sheet, MPG sheet
• Monthly
o Order site consumables i.e. toilet paper/tea coffee, water etc
o Cleaner services audit
o Update transport spreadsheets, i.e. MPG, Fuel Reconciliation
Asset Control Duties
• Daily
o Send Cutbacks report to SCC
o Chase stock shortages
o Reschedule cutback delivery notes
o Create and print all paperwork for emergency deliveries
o Create Transport orders for empty cylinders to Bristol
o Confirm delivery notes/reschedule Bought backs
• Weekly
o Reconciliation of stock variants
o Create Medical Milkround orders
• Monthly
o Count all stock and enter into SAP
o Order balloon filling kits
3. STATISTICS
The Administrator has no budgetary or line management responsibility
4. ASSIGNMENT,REVIEW AND APPROVAL OF WORK
• The job holder works within established procedures and guidelines and has day to day objectives set by the Transport Manager in line with the Branch business and operational KPI’s
• Instructions are provided by the Transport Manager and where necessary by another Manager.
• The job holder will be measured as to the accuracy and timeliness of their work, evident by numerous reports and follow-up on the data captured by the job holder.
5. DECISION MAKING AUTHORITY
• The job holder is responsible for identifying anomalies between physical loads and SAP documents and resolving these when they arise.
• The job holder can refuse entry to site of persons not carrying appropriate identification.
• The job holder can make decisions regarding ordering of site consumables
6 REPORT PREPARATION
• SAP Container Management Reports Electronic (Daily)
• Cylinder shortage spreadsheet Electronic (Daily)
• Complaint cylinder tracking log Manual (Daily)
• Bulk receipt log Manual (Daily)
• Visitor and contractor induction register Electronic (Daily)
• Blocked invoice report (Weekly)
7 CONTACT WITH OTHERS
Within the Branch/Area
• Drivers and Transport Shift Managers
• SHEQ Manager
• Production Shift Managers
• All Branch personnel
Outside the Branch/Area
• Ad-hoc contact with supplying branches to resolve anomalies with paperwork
• Customers
• People phoning site
• CSC front office
• SCC
• TSC & Suppliers
• Visitors, contractors and delivery drivers
8 SUBORDINATES
None
9 HARDEST PART OF JOB
Remaining diligent at all times and following up every inaccuracy to ensure that the physical cylinder load matches that which is confirmed in SAP.
10 KNOWLEDGE SKILLS AND EXPERIENCE REQUIRED
• Good general level of education.
• Ability to count accurately and be attentive to detail.
• Good PC skills and overall high level of PC literacy
• Knowledge of the general business processes undertaken by BOC Gases
• Knowledge of the administration tasks listed above and corresponding SAP skills
• Knowledge of BOC cylinders and products
• Knowledge of Dangerous Goods Legislation
11 WORKING HOURS
12 noon till 8pm
