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