Job Description
Transport Administration Planner
Department: Service Delivery
Reports to: Process Owner Service Delivery
Location: West Drayton
Contract Type: Permanent Full Time
Salary: Hourly
Role Purpose
The Transport Administration Planner provides comprehensive administrative support to the Transport Rostering Team, ensuring efficient allocation of driver resources, compliance with working time regulations, and smooth operational delivery. This role is critical to maintaining workforce schedules, managing leave requests, processing airside documentation, and supporting the safe and compliant operation of our transport fleet.
Key Responsibilities
Workforce Planning & Rostering (40%)
Allocate staff resources to shifts in accordance with company policy, EU/UK working time regulations, and Tacho rules
Process and administer leave requests, ensuring operational requirements are met
Manage daily manpower allocation and document weekly shift patterns
Track and allocate overtime fairly across the team
Monitor and clear attendance exceptions in Workday after consulting with relevant managers
Airside Pass Administration (25%)
Support the airside signatory by processing airside pass applications
Input referencing details into the system and follow up on application progress
Ensure all additional information requests are provided promptly
Maintain compliance with airside pass regulations and security requirements
Driver & Fleet Compliance (20%)
Maintain driver records on the Vision system
Complete driving license checks every 6 months for all personnel with vehicle access
Arrange ADP training and CBT for drivers and loaders
Schedule medical appointments for drivers
Ensure food safety training is delivered as required
Reporting & Documentation (10%)
Produce operational reports including OPRS, WPRS, agency hours KPIs, and training matrices
Maintain internal unit reports covering absence, leave, and welfare calls
Take detailed minutes at team meetings
Maintain accurate, secure, and up-to-date personnel files
Support investigations through accurate note-taking
General Administration (5%)
Manage telephone enquiries and general HR administration
Update flight family information for Delta airlines within 60 seconds of notifications
Maintain records as delegated by Unit Administrator or Unit Manager
Undertake training programs to support personal development
Essential Requirements
Education & Qualifications
Minimum 5 GCSEs (Grade C/4 or above) including English and Mathematics, OR equivalent qualification
Basic food safety certification (or willingness to obtain within 3 months)
Experience
Minimum 2 years' experience in an administrative role within a fast-paced, deadline-driven environment
Proven experience with roster or shift management
Experience taking formal meeting minutes and supporting investigations
Previous experience in a transport, logistics, or aviation environment is highly desirable
Technical Skills
Proficient in Microsoft Office Suite (Outlook, Word, Excel - intermediate level minimum)
Experience with workforce management systems (Workday experience preferred)
Experience with transport management systems (Vision system knowledge advantageous)
Strong data entry and record-keeping skills
Knowledge
Understanding of EU/UK working time regulations and Tacho rules
Knowledge of airside pass regulations and security requirements
Awareness of driver compliance requirements (CPC, licensing, medical standards)
Core Competencies
Exceptional attention to detail and accuracy
Strong organizational and time management skills
Ability to prioritize effectively and work under pressure to tight deadlines
Excellent verbal and written communication skills
Proactive problem-solver with the ability to work independently
High level of discretion, confidentiality, and professionalism
Flexible and adaptable approach to changing operational demands
Working Conditions
Office-based role within an airport environment
May require occasional early starts or late finishes to align with operational needs
Airside pass required (security vetting will be conducted)
Fast-paced environment with multiple competing priorities
