Job Description

Logistics / Business Support Administrator

Job Department

: Logistics/Business Support

Location

: Inverness

Background

: New Start Highland is established as a dynamic and evolving social enterprise which creates opportunities for Making Lives Better. Over the past number of years New Start Highland has achieved this through the recycling of surplus household items to assist people coming from or at risk of homelessness set up a home, along with a Housing Support service, Employment Training and a suite of commercial services to generate income for New Start charitable services.

Our aim is to transform Highland lives.

Purpose of Post

The post will deliver a range of administrative functions to facilitate the smooth running of New Start Highland on a day to day basis. This will include ;

Assisting Logistics in the coordination and general planning of New Start Highland's furniture, removals, warehousing and transport service; Providing administrative support to the Removals Service including maintaining activity data bases; Maintaining comprehensive systems support; Contributing to efficient customer service for clients and customers. Manage room hire and bookings
Accountable to

Head of Operations

Working Relationships

The post-holder will be required to develop efficient and positive working relationships with Administration and Warehouse staff and the wider New Start Highland team as well as with ITP, our external IT Support provider.

Key Result Areas

Provision of a high quality and efficient service which delivers New Start Highland departmental KPI's and quality standards.

Delivery of excellent customer service.

Responsibilities

To contribute to the reception service with call handling and customer enquiries;

To ensure an efficient, customer focused service is delivered to people offering donations and receiving goods through the furniture service;

To ensure that in all aspects of work, New Start Highland's values, policies and procedures are adhered to in a consistent manner.

To maintain confidentiality.

To liaise with staff, volunteers, service users and the general public in a courteous manner that promotes a positive image.

To communicate clearly and effectively with other members of the team and the general public.

Key Tasks

In assisting the Logistics service, the post holder will;

Collate details onto a data base and coordinate via telephone and writing the efficient collection and delivery of items for furniture and retail services Keep database up to date on completion of deliveries and collections on a daily basis; Liaise with people about referrals and furniture requirements ; Manage movement of stock between our retail outlets and warehouse Support the wider team with daily route planning and schedules for vehicles ; Plan routes as efficiently as possible; Handle in an efficient manner all forms of routine communications using own initiative where appropriate; Manage the use of vehicle tracking software; Efficiently support the furniture service in administrative tasks as appropriate Assist in the administration of the storage service;
In assisting the Removals service (as required) the post-holder will ;

Handle enquiries from customers
System support tasks include ;

Support the reception service with call handling and customer enquiries; Manage room hire; Undertake purchasing and stock control of general office consumables including stationery and procurement of various goods and supplies; Operate office software including e-mail, spreadsheets and databases ; Maintain / update as required the New Start Highland intranet site; Co-ordinate the provision of external IT services, mobile phones, landlines and broadband; Maintain a key register Maintain efficient reporting mechanisms for each area of responsibility; Maintaining and updating PAT testing records Any other duties as required.
Conditions

The post is for 21 hours per week, working Monday, Tuesday, and Wednesday. Hourly rate is 13.60/hour.

There are 32 days annual leave per year inclusive of public holidays rising to 35 days after five years' service (pro rata for part time hours)

There will be an opportunity to participate in a contributory pension scheme.

The post requires a Basic Disclosure.

Person Spec: Logistics / Business Support Administrator

Job Department : Logistics Location: Inverness

Reports to: Head of Operations

Core Skills and Competencies

Knowledge

Essential

Competent literacy and numeracy

Competent database usage

Competent with using Microsoft Office, specifically Excel

Competent with using online apps such as Google maps

Desirable

Geographical knowledge of the Highland area

Awareness of homelessness and related social challenges

Basic understanding of health and safety in the workplace.

Skills

Essential

Good interpersonal skills

Confident and pleasant telephone manner

Ability to work under pressure and meet deadlines

Willing to improvise when necessary

Able to make decisions and problem solve

Excellent and efficient planning skills

Excellent customer service

Ability to learn new systems and procedures

Desirable

Experience in logistical planning

Experience

Essential

Dealing with customers including handling complaints Generating reports

Working to deadlines and targets

Desirable

Previous office-based experience involving the use of technology and procedures.

Generating reports.

Approach

Essential

Big hearted

Team culture mind set

Assertive Communication

Solution based approach

Self -motivated

Positive attitude

Discreet and respectful of confidentiality

Committed to New Start Highland core values

Job Types: Part-time, Permanent

Pay: Up to 13.60 per hour

Benefits:

Casual dress Company pension Free parking On-site parking Sick pay
Ability to commute/relocate:

Inverness IV3 8DU: reliably commute or plan to relocate before starting work (required)
Experience:

Logistics , Business Admin: 1 year (required)
Work Location: In person