Operations administrator

Job Title: Operations Administrator
Location: Fareham, Hampshire
Reports to: Service Delivery Manager

Job Purpose
To provide administrative and operational support for the effective coordination and
management of a fleet of Heavy Goods Vehicles (HGVs) and a workforce of skilled
operatives, ensuring smooth day-to-day operations and compliance with industry
standards. The role plays a critical part in maintaining service efficiency, legal
compliance, and excellent stakeholder communication.

Key Responsibilities
Fleet Coordination and Management:

• Schedule and allocate HGV servicing and maintenance to meet legal
  obligations whilst ensuring maximum uptime.
• Report on vehicle movements using tracking systems and ensure adherence to
  schedules.
• Maintain up-to-date records of vehicle maintenance, inspections, and repairs to
  ensure compliance with legal and safety standards.
• Liaise with suppliers and service providers for vehicle servicing, MOTs, and
  breakdown assistance.
• Manage fuel usage records, ensuring accurate reporting and cost control.
  Workforce Coordination:
• Assist in workforce scheduling, including publishing of holiday calendar to
  operatives.
• Maintain records of staff certifications, training, and compliance with health
  and safety standards.
• Monitor and track time sheets, absence records, and payroll data for
  operational staff.
• Provide support in resolving any workforce-related issues in collaboration with
  the Service Delivery Manager.
  
  Operational Administration:
  
• Prepare and process operational documentation, which may include job tickets,
  invoices, and reports.
• Ensure all operational data is accurately recorded and updated in relevant
  systems.
• Monitor compliance with environmental and waste management regulations.
• Act as the first point of contact for operational queries from clients, suppliers,
  and internal teams for compliance and reporting.
  Health, Safety, and Compliance:
• Support the implementation and monitoring of health and safety policies for
  fleet and workforce operations.
• Maintain accurate records of incidents, near-misses, and corrective actions.
• Assist in preparing for and responding to audits or inspections.
  Communication and Reporting:
• Prepare regular reports on fleet performance, workforce productivity, and
  operational KPIs.
• Communicate effectively with internal and external stakeholders, ensuring
  timely dissemination of critical information.
• Support team meetings by preparing agendas, taking minutes, and following up
  on action points.
  
  Key Skills and Attributes
  
• Organisational Skills: Exceptional ability to manage multiple tasks, prioritise
  workload, and meet deadlines.
• Communication: Strong verbal and written communication skills for effective
  coordination with diverse stakeholders.
• Attention to Detail: Meticulous in maintaining accurate records and ensuring
  compliance.
• Problem Solving: Proactive approach to identifying and resolving operational
  challenges.
• Technical Proficiency: Confident in using fleet management systems,
  scheduling tools, and Microsoft Office Suite (Excel, Word, Outlook).
• Teamwork: Collaborative mindset with the ability to work closely with teams
  across the business.
  
  Qualifications and Experience
  
• Previous experience in an administrative or operational support role, preferably
  in the waste management, logistics, or transport sectors.
• Knowledge of HGV fleet management, including compliance with relevant
  legislation (e.g., Driver and Vehicle Standards Agency requirements).
• Understanding of workforce management and scheduling.
• Familiarity with environmental regulations and waste management practices is
  advantageous.
  
  Key Performance Indicators (KPIs)
  
• Fleet availability and compliance with maintenance schedules.
• Timeliness and accuracy of communication (internally and externally).
• Reporting accuracy to agreed deadlines.
• Adherence to all regulatory and best practice standards.
  
  Working Conditions
  
• 08:30-17:30 Monday to Friday, 1-hour break (40 hours per week).
• Full-time, office-based with occasional site visits to monitor operations.
• Fast-paced environment requiring adaptability to changing priorities.
  
  Salary and Benefits
  
• £25,500 per annum, increasing to £26,500 after probation.
• Career progression opportunities within the resource and waste management
  sector