Traffic Planner/Supervisor

T.P Niven Ltd is a fast paced haulage business.

At our sites in Scotland we specialise in distribution of bulk and palletised goods for a wide range of customers including First Milk, Grahams Dairy, Muller Wiseman, Yewtree, Omsco, GXO/Curries Knowhow and Pets at Home.

From our depot in Mauchline, we carry out farm collection and delivery of milk for our milk processing customers.

Purpose of Role

You will organise and oversee logistics operations out of your base depot, with responsibility for key functions such as resource planning, scheduling, customer service, supporting with compliance and day-to-day first line leadership of our Drivers. As a key representative of TP Niven you will work closely with our drivers and liaise with external farmers/dairies and other customers.

Responsibilities

Responsibilities include but are not limited to:

Safety

1. Role model high standards of health and safety at all times. Encourage team members to take personal responsibility for the safety of themselves and the safety of others who may be affected by what they do or don’t do.

2. Take part in H&S processes (such as hazard analysis and risk assessments) as required.

3. Ensure that near misses and accidents are reported in a timely manner. Depending on capability, assist with or conduct investigations, seeking support if required.

4. Ensure that PPE is used, inspected, cleaned and maintained in line with requirements. Ensure that any issues are recorded, escalated and corrective action taken where necessary.

Operations

5. Plan, monitor and problem solve in relation to vehicle and staffing allocation, scheduling and route planning, whilst ensuring good customer service and economical route and resource planning.

6. Monitor collections and deliveries against the schedule and deal with any discrepancies accordingly.

7. Review and carry out jobs on the daily check sheet.

8. Provide a professional and effective first point of contact for customer/supplier queries, whether by phone or email, escalating any issues if necessary, ensuring that they are dealt with in a timely manner.

9. Provide a professional and effective first point of contact for Drivers eg briefing and debriefing drivers on routes/updates, dealing with collection/delivery queries and issues, delays, RTAs etc.

10. Monitor tachograph and drivers’ hours data, ensure corrective action where necessary and escalate any issues to management and Compliance Manager.

11. Work closely with our managers and compliance specialist to ensure that the fleet operates within current compliance requirements.

12. Liaise with vehicle maintenance department for effective vehicle servicing and unplanned maintenance.

13. Work closely with yard personnel to ensure that the yard is managed appropriately and effectively.

14. Organise spot checks of vehicles for cleanliness inside and out.

15. Fully and accurately account for fuel usage.

16. At Mauchline Depot, we would prefer our Traffic Supervisors to hold a Class 1/CE license and to carry out LGV driving duties when required. This is very rare but can include situations such as taking vehicles for servicing, recovery of drivers due to driving hours, absence cover etc.

Line management specific

17. Performance

a. Promote a positive, supportive and professional working environment for our Drivers. Role model professional behaviour.

b. Ensure that Drivers are aware of their duties/responsibilities and the standards expected of them.

c. Deal with minor driver performance or behavioural issues in a constructive and fair manner, escalating any issues/seeking advice if necessary.

d. Depending on capability, assist with or conduct investigations, seeking support if required.

e. Cascade company information, briefings and key information.

f. Identify Driver training requirements and escalate/action as required.

18. Payroll

a. Check Driver timesheets and deal with any exceptions/queries, liaising with payroll if required.

19. Holidays

a. Process holiday request forms, ensuring that adequate cover is available.

20. Absence

a. Take incoming absence notification calls, asking appropriate questions to assess whether or not employee can attend work, accurately recording conversation and notifying payroll if necessary.

b. Conduct return to work interviews, escalating any issues if necessary.

c. Depending on capability, assist with or conduct investigations, seeking support if required.

General

21. Ensure that systems and records are accurate and well maintained.

22. Work collaboratively with other TP Niven staff and provide a good handover to the next shift.

23. Take responsibility for any issues raised during the shift, for dealing with them efficiently and effectively, seeking guidance if necessary and escalating serious issues to management.

24. Contribute to projects, continuous improvement and problem solving. Look for ways to continually improve operational performance by making recommendations and carrying out improvements etc.

25. General administration linked to the role and depot.

26. With the support of line management, take personal responsibility for your own development. Actively participate in training and development as required.

27. Help other site personnel and depute for other posts as and when required.

Experience, knowledge & skills requirement

• Previous experience of planning in a mid-large scale environment, preferably involving route planning within general/contract haulage.
• Knowledge of drivers’ hours and other relevant legislation/compliance requirements (training/refresher training will be provided).
• Good geographical knowledge and map reading ability.
• Excellent planning and organisational skills.
• Motivated and hard working.
• A great communicator.
• A good standard of literacy and numeracy.
• Good IT skills including Excel and the ability to quickly learn the use of our internal IT/planning systems.
• Mauchline Depot – LGV Class 1/CE license preferred.

Job Types: Full-time, Permanent

Benefits:

• Company pension
• On-site parking

Ability to commute/relocate:

• Mauchline, KA5 5HQ: reliably commute or plan to relocate before starting work (required)

Experience:

• Transport/Planning: 1 year (preferred)

Work Location: One location

Application deadline: 14/05/2023