JOB DESCRIPTION
Role Purpose
The Apprentice POD Administration Clerk will support the transport and administration teams by helping to process, check, scan, file and update Proof of Delivery documents. The role is designed to provide practical experience in office and transport administration while working towards a recognised apprenticeship qualification.
This is an entry-level role suitable for someone who is organised, willing to learn and interested in developing a career in transport, logistics or office administration.
Key Duties and Responsibilities
The apprentice will be trained and supported to carry out the following duties:
POD and Administration Duties
- Collect, check and organise Proof of Delivery paperwork.
- Ensure PODs are accurate, complete and match relevant delivery information.
- Scan, upload and electronically file POD documents.
- Update internal systems with POD information.
- Follow up on missing, incomplete or unclear PODs with drivers or office staff.
- Maintain accurate paper and electronic filing systems.
- Assist with matching delivery paperwork to customer or job records.
- Support the transport office with general administration tasks.
- Once delivery notes are matched and scanned onto system to then generate invoices
Customer and Internal Communication
- Answer basic queries from colleagues, drivers and customers under supervision.
- Communicate politely and professionally by phone, email and in person.
- Pass customer queries or issues to the appropriate member of staff.
- Assist with preparing information for customer invoicing or delivery queries.
General Office Support
- Help maintain accurate records and documents.
- Photocopy, scan, print and file documents as required.
- Support the administration team with daily office duties.
- Assist with data entry and checking information for accuracy.
- Help ensure paperwork is processed in a timely manner.
- Follow company procedures for confidentiality and data protection.
Apprenticeship Training
- Attend apprenticeship training sessions as required.
- Complete apprenticeship coursework and assessments on time.
- Work towards agreed learning objectives.
- Apply learning in the workplace.
- Take part in regular progress reviews with the employer and training provider.
Skills and Qualities Required
The successful candidate should have:
- Good attention to detail.
- Good organisational skills.
- A willingness to learn.
- Basic computer skills, including email and Microsoft Office.
- Good written and verbal communication skills.
- A polite and professional manner.
- The ability to follow instructions and company procedures.
- Good timekeeping and reliability.
- The ability to work as part of a team.
- A positive attitude towards training and development.
Qualifications and Experience
Essential:
- No previous office experience is required, as full training will be provided.
- Basic English and maths skills.
- Willingness to complete an apprenticeship qualification.
Desirable:
- GCSEs or equivalent in English and maths.
- Previous experience using a computer or Microsoft Office.
- An interest in transport, logistics or business administration.
Training and Development
The apprentice will receive on-the-job training and support from experienced members of the administration and transport teams. They will also work towards a recognised apprenticeship qualification, such as Business Administration or a relevant equivalent.
Training may include:
- Proof of Delivery administration.
- Data entry and record-keeping.
- Customer service skills.
- Transport office procedures.
- Document control and filing.
- Use of company systems.
- Health and safety awareness.
- Data protection and confidentiality.
Health and Safety Responsibilities
The apprentice must:
- Follow company health and safety procedures.
- Take reasonable care of their own health and safety and that of others.
- Report any hazards, accidents or concerns to a manager.
- Follow site rules when working around the transport yard, warehouse or office areas.
- Wear PPE where required.
Data Protection and Confidentiality
The apprentice will be expected to handle company, customer and driver information responsibly. They must follow company procedures relating to confidentiality, GDPR and data protection.
Working Relationships
The apprentice will work closely with:
- Transport office staff.
- Administration team.
- Drivers.
- Warehouse staff.
- Managers and supervisors.
- Customers, where appropriate.
Person Specification
Requirement
Essential / Desirable
Good attention to detail
Essential
Willingness to learn
Essential
Good communication skills
Essential
Basic IT skills
Essential
Reliable and punctual
Essential
Able to work as part of a team
Essential
GCSE English and maths or equivalent
Desirable
Interest in transport or logistics
Desirable
Previous office experience
Desirable
Pay: £15,600.00-£24,700.00 per year
Work Location: In person
