TRANSPORT & WAREHOUSE ADMINISTRATOR

TRANSPORT & WAREHOUSE ADMINISTRATOR - JOB
DESCRIPTION

ABOUT CITY HARVEST
Est.  2014,  City  Harvest  London food  charity  rescues  nutritious  surplus  food  from  farms,
manufacturers, wholesalers, and retailers, and delivers it, for free, to over 130,000 people a
week  via  organisations  feeding  those  facing  food  poverty.  Our  HQ  depot  is  in  Acton,  with
satellite sites in New Covent Garden Market, and New Spitalfields Market. City Harvest rescues
food, people, and the planet by diverting food waste and providing life-changing support to
communities across London.

Distributing free food for more than 1.3 million meals a month, our fleet of vans deliver to
food  banks,  homeless  shelters, hostels,  soup  kitchens, mental  health  charities,  projects
supporting  the  elderly  and  socially  isolated,  social  pantries,  community kitchens,  refugee
hostels, schools and nurseries, family centres and domestic abuse refuges.

Join  our passionate  mission  to  reduce  waste  and  feed  London,  with  opportunities to  grow
while making a real difference.

ABOUT THE ROLE
This is a key role in the Community Distribution Team.  You will support team members with
responsibility  for  distributing  our  stock  to  over  300  community  partners  throughout  the
capital,  Mon-Sat,  and  the  collection  of  that  stock.    You  will  also  support  the  Food  and
Warehouse Team, specifically the upkeep of our warehouse and office facilities so that they
provide an exemplar space in which to receive and sort over 120 tonnes of food every week.

KEY RESPONSIBILITIES
You will provide crucial administrative support in four key areas of City Harvest’s operations:

1.  Vehicle and driver compliance
2.  Route planning and co-ordination
3.  Data capture and management
4.  Facilities management

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TRANSPORT & WAREHOUSE ADMINISTRATOR - JOB
DESCRIPTION

KEY DELIVERABLES

Vehicle and Driver Compliance
Maintain all data & records necessary to ensure compliance with licensing requirements and
best practices for vehicle management and driver welfare. These include but are not limited
to the below:

•  Vehicle schedule checks/servicing
•  Vehicle MOTs
•  Vehicle repairs
•  Vehicle accident/insurance details
•  Driver hours, including tachographs
•  Drivers licence checks
•  Penalty Charge Notices processing
•  Driver training and qualifications
•  Cleanliness of vehicles (inside and out)
•  Driver uniform and PPE
•  Driver feedback (e.g. vehicle problems, route issues)

Route Planning and Co-ordination
You will carry out administrative duties to support the Head of Community Distribution and
Transport  Co-ordinator  with  their  planning  and  co-ordination  of  daily  driver  routes.    This
includes but is not limited to:
•  Load Guide printing
•  Handling queries from community partners
•  Completion of the daily driver check in/check out process
•  Processing of daily driver hour sheets (i.e. timesheets)

Data Capture and Management
Ensure all delivered stock is accurately and timely recorded on the City Harvest database
(currently Flowfinity). Duties include but are not limited to:

•  Ensure drivers enter loading data accurately while on route
•  Enter warehouse data onto Flowfinity (e.g. “Prepare By Pallet” and “Collections” data)
•  Cross-check all daily data entries against forecasted figures
•  Produce regular summaries of delivery data
•  Accurately capture data from the onboard tracking system

Facilities Management
Carry  out  administrative  duties  supporting  the  Supply  Chain  Co-ordinator  to  ensure
warehouse facilities are in excellent condition. Duties include but are not limited to:

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TRANSPORT & WAREHOUSE ADMINISTRATOR - JOB
DESCRIPTION

•  General facility maintenance (e.g. dishwasher, hot tap, coffee machine, doors, alarms,

bells)

•  Pest control contract
•  Waste management contract
•  Health and Safety
•  Fire Safety
•  Facilities at our satellite site(s)

Continuous Professional Development (CPD)

•  Ensure ringfenced time for own CPD, working with line manager to ensure you have

the tools you need to do the job well and further yourself with City Harvest.

•  Upskill  members  of  your  team,  share  learnings  and  general  “know-how”  from  your

specific category of expertise.

ABOUT YOU
You should be a highly organised individual with excellent attention to detail and outstanding
interpersonal  skills  who  enjoys  working  in  a  fast-paced  environment.  You  should  be
experienced in record-keeping, data entry, scheduling and timetable-planning. You should also
be  a  supportive  individual  who  understands  the  necessity  of  accurate  record  keeping  in  a
logistics department. Ultimately, you should be dedicated to our mission of both redistributing
surplus food to those who need it most and reducing environmental waste.

DESIRED SKILLS & EXPERIENCE

•  Excellent understanding of road transport regulations (Operating Licence) & familiarity

with UK transport laws

•  Very  strong  time-management  and  organisational  skills,  attention  to  detail,  quality

assurance, and scheduling

•  Strong analytical and problem-solving skills
•  Excellent  communication  skills  and  the  ability  to  build  healthy  work  relationships,

internally, and externally with third party contractors and with beneficiaries

•  Technological  proficiency  in  Microsoft  Office  Package,  TMS  (Transport  Management

Systems), ERP/CRM

•  Experience working in the voluntary, charity or community sector
•  An understanding of the issues of food poverty and food waste

QUALITIES REQUIRED FOR SUCCESS AT CITY HARVEST

•  Charitable
•  Compassionate
•  Community-focused

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TRANSPORT & WAREHOUSE ADMINISTRATOR - JOB
DESCRIPTION

•  Aspiring
•  Trustworthy
•  Collaborative team player

JOB DETAILS

•

Job  Type:  Full-time,  permanent,  40  hours  (Tuesday  –  Saturday)  (with  a  30-minute
unpaid lunch break)

•  Hours of Work: 10am – 6pm (Tues-Fri) and 7am – 3pm Sat (alternative arrangements

are possible)

•  Salary: Competitive
•  Place of Work: London, across all City Harvest sites

City Harvest London is an equal opportunities employer and is committed to creating an inclusive and
diverse workplace. We believe in treating all employees, volunteers, candidates, and stakeholders with
fairness and respect. We value the unique perspectives and experiences that individuals from different
backgrounds bring to our organisation, and we strive to foster an environment that promotes equal
opportunities for all.

We adhere to the Equality Act 2010, and our policy is to be fair and consistent in all aspects of our
organisation. Our recruitment and selection processes are designed to select candidates based on their
abilities  and  merits  to  perform  the  tasks  required.  All  applications  received  will  be  dealt  with
confidentially and subject to our company's recruitment and selection processes. Employment is subject
to satisfactory pre-employment checks and eligibility to live and work in the UK.

At City Harvest London, we embrace equality as part of our ways of working because we believe it is
the  right  thing  to  do  for  our  people,  our  community,  and  our  success.  We  do  not  discriminate  in
employment based on race, religion, sexual orientation, national origin, political affiliation, disability,
age, marital status, medical history, parental status, or genetic information.

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