Transport & Allowances Officer

Role outcomes: Transport & Allowances Officer

• Undertake HR administration for the Passenger Assistants ensuring appropriate resources are in place to support delivery of the service in conjunction with the Transport Officer responsible for managing Passenger Assistants (20%)
• Process applications and undertake eligibility checks for free school meals to ensure children have timely access to their meals (15%)
• Undertake ID check and add information to systems for school transport driver DBS checks and issuing of school driver ID badges (5%)
• Undertake administration for the service ensuring accurate, up-to-date information is available to management (20%)
• Implement day to day changes as advised by parents, schools, tutors etc. and
• Role measures
• Authorising time sheets, unpaid leave and sickness processed in accordance with strict payroll deadlines.
• DBS checks processed to ensure compliance with safeguarding policy.
• Organising Relief PA cover, maintaining records & keeping up to date. Ensuring all routes are suitably covered with appropriate PA for sickness & other absence.
• Accurate authorisation & recording of pupils entitled to free school meals & holiday Allowances.
• Encourage take up of free school meals & other Allowances.
• All invoices reviewed & payments to operators made within agreed times.
• All financial discrepancies reviewed & information compiled for further action to be taken.
• Inform operators and passenger assistants of changes to procured transport route in conjunction with the Transport Officer responsible for procurement (20%)
• Act as a reliable point of contact for the public, school staff, other staff within the LA offering advice and guidance on all school transport and free school matters (20%)
• Ordering & checking receipt of equipment and processing payments on Spend Management system.
• Invoices generated in a timely manner.
• New routes set up & existing routes maintained within policy guideline timescales.
• Maintain accurate databases for equipment and term dates.
• To cover service on a rota basis from 7.00 am to 5.00 pm
• ID and DBS checks processed quickly to ensure operators have sufficient authorised drivers.

Key activities Transport & Allowances Officer

• Scanning/filing; answer telephone calls; process free bus passes; prepare correspondence; complete documentation to follow up operational and contractual arrangements; produce and send letters, emails and tender documents (20%)
• Issue changes to contracts and action payroll changes to maintain accurate records (10%)
• Arrange cover for absences and monitor route changes to ensure efficiency (10%)
• Assess and authorise claims for free school meals and process renewals (10%)
• Verify and implement monthly contract payments and process invoices to value £2m annually in accordance with contract terms and financial procedures (10%)
• Assist Transport Officers to setup new taxi and minibus routes and changes to existing routes; arrange issuing of car seats and other equipment and maintain equipment database (10%)
• Set up or terminate accounts; record miscellaneous invoices; monitor requisition and invoice expenditure (5%)
• Check budget statements and report on variances, liaise with finance team on guidelines (5%)
• Verify timesheets, unpaid and sick leave claims to facilitate accurate payments to staff (4%)
• Arrange interviews and training for new Passenger Assistants, and process DBS applications to ensure adequate availability as required by schools (2%)
• Update finance details and produce management reports to aid decision making by management (2%)
• Administer DBS checks for taxi and minibus drivers (2%)
• Manage customer accounts and raise invoices for concessionary travel (2%)
• Deputise for Transport Officers as and when required to ensure provision of service (2%)
• Ensure allocation of safety equipment to routes (2%)

Essential qualifications/ knowledge. Transport & Allowances Officer

• GCSE's A - C (9-4) or equivalent in English and Maths.
• A willingness to undertake appropriate learning and development as required Desirable qualifications/ knowledge.
• NVQ Level 2 or 3
• Customer care qualification/training
• Basic knowledge of relevant legislation, policies and procedures.
• Understanding of school transport issues Essential experience .
• Experience of using Microsoft Software Packages e.g. Word, Excel, Outlook.
• Experience of giving information and signposting customers in a tactful and professional manner face to face, over the phone, online and in writing.
• Experience of providing an effective and efficient business support service to customers.
• Administrative experience with an understanding of office procedures.
• Experience of prioritising own workload to ensure deadlines are met.
• Experience of maintaining documents, records and data e.g. financial records, customer records or accounts.

Desirable experience Transport & Allowances Officer