DESPATCH ADMINISTRATOR
Overall Responsibilities: / To provide administrative support to the Despatch Department to ensure customer service levels are maintained.Department: / Despatch
You Report To: / Despatch Manager
Cover When Absent: / Appropriately Trained Personnel
Key Responsibilities:-
1. Liaising with food retailers, such as M&S, Waitrose, Tesco’s, Sainsbury’s, Asda, Henderson’s and other food retailers/supply customers, to ensure service demands are met.
2. Using customer specific computer management systems to process all orders and noting any discrepancies. Using individual customer computer system/order system daily basis to pull down orders.
3. Establish and grow key relationships with customers to ensure effective relations.
4. Actively promote harmonious internal departmental relationship in order to ensure all relevant communication with regards to customer requirements.
5. Paying attention to any customer amendments or special requirements.
6. Managing orders deadlines by liaising with customer contact relationships Noting delivery deadlines liaising with departments to make sure customer service is met.
7. Monitoring all customer despatches including liaising with haulage companies arranging uplifts for customer deliveries.
8. Dealing with customer queries with regards to orders.
9. Receiving daily deliveries and checking-in of all stock against delivery notes and purchase orders.
10. Verification of Proof of Delivery dockets (POD’s), recording any shortages.
11. Responsible for the filing of dockets and POD’s by customer.
12. General administration duties within the Despatch Department.
13. Record shortages on delivery dockets as required.
14. To provide reception cover, operating the switchboard and providing efficient and courteous reception service to both external and internal customers.
15. Any other duties within the post holder’s competence as identified by the Manager.
Behavioural Characteristics
At Genesis Crafty we are committed to ensuring that we do business the right way, the “Genesis Crafty” way. We have developed a vision and set of values for the organisation and from these we outline our expectations in terms of behavioural requirements in the workplace. We aim to ensure that all staff “live these values” on a daily basis.
VISON & VALUES / STANDARD REQUIRED
“Making Baking Amazing” / Customer First / Ensuring that their team meets customer requirements / Ensure daily schedules are met for team / Ensure relevant quality checks and standards are adhered to by team members / Adapts working processes to deliver the ‘wow’ product to the customer / ‘Ownership’ of the product while at their stage of the process
Respect for Each Other / Demonstrates a high level of Role Model behaviours consistently well / Teamwork – gains support from other team members / Supporting other Team Leaders, and others in your team to succeed / Manages team well – inspires, set daily objectives clearly, manages workflow, shares information / Communication – effective in conveying verbal and written information
Always Innovating / Looks ahead to future opportunities and acts to ensure they are realised. Identify problems before they occur and acts to resolve them. / Comes up with ideas to ‘find a better way’ and responds positively to change / Implements improvements and compliance to ‘core’ business processes / - / -
Fantastic Products / Produces products consistently to a high standard and encourages others to achieve the same / Working through their team to maintain a high quality environment in team work area / Actively updating their knowledge and encouraging members of the team to do so / Flags issues in real time, ensuring timely intervention and implementing corrective actions / -
The Place to Work / Commits to the Vision “Making Baking Amazing” / Ensuring that the performance process is followed / Takes action to build team spirit and effectives – openly praises and empowers others / - / -
Yes We Can / Instils a ‘Can Do’ attitude in an inclusive and supportive way / Involves teams in problem solving and takes steps to develop team members / Embraces giving and receiving feedback / Is a role model for others / -
PERSONNEL SPECIFICATION
Factor / Essential / Desirable
Skills and Knowledge / § 6 months experience working in an administration post.
§ Computer Literate – Experience of using MS Office in a working environment; in particular, MS Word, Excel and Outlook.
§ Effective verbal and written communication skills
§ Problem Solving
§ Planning and organising
§ Team working
§ Numeracy skills
§ Customer Service / § 6 months experience in an administrative role in a sales/orders/despatch department
§ Knowledge of customer ordering processes
§ Proficient in the use of Excel
Qualifications/Education / § GCSE English and Maths or equivalent, Grade C or above
Working Pattern / § Monday – Friday (8.30 am to 5.00pm)
§ Rotational weekend working to incorporate both Saturday & Sunday (9 – 1) with a day off agreed during the week