Transport Admin Clerk

To assist in the effective management of Transport operations to ensure the Service Centre Transport Fleet function delivers agreed financial and customer service objectives. Acting as a vital link between drivers, warehouse and management by ensuring all transport operations are conducted legally, safely, and in full compliance with Health & Safety obligations to drivers and members of the public.

Responsibilities

• Maintain full knowledge of all transport operational procedures.
• Prepare and plan delivery schedules, incorporating Service Centre and third‑party customer/supplier requirements and driver rota criteria.
• Liaise closely with the warehouse team to ensure seamless handover and operational flow.
• Monitor and record temperature data to ensure compliance with product handling standards.
• Investigate missing parcels and take appropriate follow‑up action.
• Attach all required documentation to driver timesheets (maps, uplift notes, trailer/unit check sheets).
• Check delivery paperwork for accuracy and completeness.
• Challenge drivers on missing or incorrect information in a constructive and respectful manner.
• Debrief drivers at the end of their shift, ensuring all paperwork, PODs and uplift notes are returned and accurate.
• Check driver timesheets before distribution, ensuring trailer numbers, vehicle registrations and shift start times are correct.
• Ensure driver hours feed correctly into the Working Time Directive Spreadsheet and report discrepancies promptly.
• Analyse digital tachograph charts and prepare/distribute infringement reports.
• Calculate weekly miles‑per‑gallon for hire vehicles and share results with relevant managers.
• Build strong relationships with customers to understand their needs and deliver excellent service.
• Communicate proactively with customers regarding delays or issues affecting deliveries.
• Respond to phone calls and emails promptly and professionally.
• Act as a proactive partner to customers, supporting problem‑solving and continuous improvement.
• Liaise with driver agencies regarding staffing, pay queries and shift requirements.
• Brief agency personnel at the start of their shift, issuing required documentation, fuel cards and gate passes.
• Record agency hours accurately and submit to Payroll by agreed deadlines.
• Ensure wage data from driver timesheets is entered correctly and checked before submission.
• Update daily Fleet KPIs, including fuel usage, mileage and fleet costs.
• Maintain a clear and accessible filing system for all transport documentation.
• Produce and support KPI reporting as required.
• Ensure all visitors and contractors comply with Health & Safety procedures.
• Maintain office housekeeping and hygiene, including regular file archiving.
• Follow all company policies, including Health & Safety and Non‑Trading Order (NTO) processes.
• Place uniform orders when authorised, ensuring compliance with procurement procedures.
• Support other areas of Transport and Transport Administration when required.
• Ensure holiday cover is fully briefed on any changes to processes.
• Contribute to a culture of Active Learning by seeking opportunities to improve processes, share knowledge and develop new skills.
• Demonstrate Active Leading by empowering colleagues, encouraging collaboration and supporting innovation within the team.
• Identify and elevate any issues requiring special action to the Transport Supervisor or Manager.

General Duties

• General office duties and ad hoc tasks to support business needs.
• Welcome all visitors in a polite, friendly and professional manner.
• Maintain high standards of professionalism and integrity at all times.

Skills and Competencies

• Experience in a transport, logistics or distribution environment (preferred but not essential).
• Previous experience within an administrative role.
• Experience working within a cross‑dock operation.
• Drivers wage calculation.
• Knowledge of the Cencora Alliance Healthcare service centre network.
• Route planning.
• Good understanding of security procedures.
• Strong organisational skills with the ability to prioritise tasks in a fast‑paced environment.
• Ability to build positive working relationships with drivers, department team members, warehouse team members, customers and external partners.
• Experience with transport management systems (TMS) or similar software is an advantage.
• Understanding of driver hours, Working Time Directive and tachograph regulations (training can be provided).
• Problem‑solving mindset with the ability to remain calm under pressure.
• Willingness to learn, adapt and contribute to continuous improvement.
• Ability to use initiative.
• Good communication skills, both written and verbal.
• Strong attention to detail and accuracy in data entry and record‑keeping.
• Good telephone manner.
• Strong admin and IT skills.
• Intermediate numeracy and literacy.
• Confident in using IT systems, including Microsoft Office 365, Excel, PowerPoint, Word and Teams.
• Ability to work night shifts reliably and consistently.
• Right to work in the UK.
• Strong commitment to Health & Safety and compliance.
• Ability to handle confidential information responsibly.
• A proactive, positive attitude and work ethic aligned with Cencora’s purpose and Guiding Principles.
• Willingness to embrace Active Learning and Active Leading as part of everyday work.
• No budgetary or managerial responsibility.

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