Depot Administrator (Fixed Term Contract)

London Hire Community Services; Brixton; On-site; GBP 20,000; Full time

Job summary

A passenger transport service provider in Brixton seeks a Depot Administrator to ensure quality transport operations. Responsibilities include handling enquiries, monitoring vehicle usage, and maintaining compliance records. Ideal candidates possess strong organisational and IT skills, along with professional communication abilities. This role is full-time, Monday to Friday, offering a salary of £19,473 per annum with fixed-term contract until July 2026, including employee assistance programmes and social functions.

Benefits

Employee Assistance Programme (EAP)

On-site parking

Regular social functions

Qualifications

• Demonstrate excellent organisational and IT skills essential for success.
• Must have a professional telephone manner and high communication standards.
• Adhere to and promote the Equality and Diversity Policy actively.

Responsibilities

• Act as first contact for enquiries regarding depot and transport.
• Liaise with local authorities about service user attendance.
• Monitor Mechanical Replacement Vehicle usage and submit reports.
• Assist with vehicle compliance administration.
• Support the management team with dispatch system updates.

Skills

Excellent organisational and IT skills

Professional telephone manner

High standard of written and verbal communication

Ability to promote Equality and Diversity

Adherence to Health and Safety legislation

Job description

Department: Office & Management

Location: Brixton

Compensation: £19,473 / year

Description

London Hire Community Services is one of the UK’s largest specialist operators of accessible vehicles, providing high-quality passenger transport services across Kent, Surrey, Wiltshire, Oxfordshire, Hertfordshire, Milton Keynes, and London.

The Depot Administrator will support the successful delivery of a quality passenger transport service in the area. You will play an important role in ensuring our services remain legally and contractually compliant by using the systems and processes in place to ensure this. This is no ordinary desk job though - this role offers so much variety where no two days will be the same. If you are looking for an admin role, where you will be empowered, encouraged and supported to in a bid to continually improve efficiency and effectiveness, this could be the job for you.

Key Responsibilities

• Act as the first point of contact for general telephone, email, and in‑person enquiries relating to the depot and transport operations, escalating matters as appropriate.
• Liaise regularly with local authorities, providing timely updates on the attendance of service users.
• Monitor and record Mechanical Replacement Vehicle (MRV) usage, ensuring weekly reports are submitted to the company’s vehicle insurer.
• Assist with vehicle compliance administration, including maintaining accurate records for inspections, servicing, MOTs, and defect documentation.
• Support the management team by ensuring the Cordic dispatch system is continually updated to reflect changes to transport routes, including the addition or removal of routes as services start or cease.
• Work closely with the contract management team, liaising with operational staff by email, telephone, or in person to communicate amendments to transport routes.
• Provide troubleshooting and user support for the Cordic dispatch system, where required and able to.
• Assist in the completion of timesheets and payroll amendments for Drivers and Passenger Assistants.
• Provide administrative support for projects relating to depot operations and transport services as required.
• Undertake any other reasonable duties as requested by the management team to support the smooth running of the depot and transport operation.

Skills, Knowledge & Expertise

• Excellent organisational and IT skills are essential to the success of this role.
• Must demonstrate a professional telephone manner and a high standard of written and verbal communication.
• Adhere to and actively always promote the Equality and Diversity Policy.
• Comply with the statutory provisions of the Health and Safety at Work Act 1974 and any other relevant legislation, policies, and procedures relating to health, safety, and best working practices.
• Ensure full compliance with all company procedures, policies, and codes of conduct relevant to the role.
• Report for duty punctually at specified times and ensure that all services operate according to agreed schedules.
• Promote London Hire Community Services and its operations in a positive and professional manner at all times.
• Maintain effective working relationships with all internal and external stakeholders.
• Undertake any other reasonable duties as directed by line management to support the smooth running of the service.

Benefits

• Salary 19,473.10 per annum, term‑time contract.
• Fixed Term Contract until the 31st July 2026.
• Monday – Friday, 37 hours a week. Shift patterns will be scheduled within the operating hours of 06:00 to 18:00. Employees will work 7.4 hours per day, with an additional one hour unpaid lunch break.
• Term‑time only, rolled up holiday pay entitlement is 12.07% of gross pay relating to work completed. This will be paid to you each month, and there is no entitlement to other additional paid annual leave to be taken during school term weeks.
• Salaries are pro‑rata – you will receive payment every month of the year (even in non‑working periods!).
• Employee Assistance Programme (EAP): Access to confidential wellbeing and support services.
• On‑site parking.
• Regular social functions.