DPD (Southampton), Depot Operations Administrator Apprentice

Positions: x1

Weekly Wage: Annual wage between: £9,528.39 - £16,851.00 (subject to age)

Working week:
Monday-Friday 08.00 to 16.00

Apprenticeship duration: 
15 months

Apprenticeship level: 
Advanced Level


Start date:
September 2020

DPD (Southampton), Depot Operations Administrator Apprentice


To support the General Manager (GM) Depot Manager (DM) Operations Manager (OM), by providing an administrative service in the area of depot operations. To ensure that the administrative processes that support the depot operation are maintained to a standard of excellence and operated in line with company policy.

Key Tasks/Areas of Responsibility

  • Administer the Owner Driver Franchise scheme as it relates to depots and input authorised stops and other payments into the ODF system.
  • Administer the stocks of uniforms and operational stationary by identifying needs and raising authorised order via the computerised stock ordering system. Order other stock as requested by the GM/DM.
  • Administer the depot’s holiday rota ensuring all holiday entitlement and leave booked is appropriately recorded, enabling the calculation of accrued holiday pay.
  • Carry out Drivers Licence and Forklift Truck Certificate checks against an agreed check schedule ensuring that appropriate records are maintained and that the Forklift Authority List is updated.
  • Administer fuel stocks ensuring that appropriate stock levels are maintained, stock checks are carried out and that orders are placed using the Purchase Order system.
  • Control and maintain tachograph records including the tachograph register ensuring that charts are sent for analysis and returned. Ensure that appropriate controls are maintained for the issue and receipt of tachographs and that management are advised of failed returns and persistent offenders.
  • Administer the vehicle defect register to ensure the correct issue and use of defect notes together with their return, advising management of any outstanding defects.
  • Maintain a vehicle record filing system in accordance with company procedures.
  • Administer and maintain the vehicle service schedule ensuring that appropriate vehicle service records are maintained, follow-ups to service work carried out and work is booked in with the local repairer on a timely basis as agreed by the GM/DM.
  • Input vehicle mileages and fuel drawn. Ensure that appropriate records are maintained for short term hire vehicles and that accurate records are submitted to transport via the DOR.
  • Liaise with Central Customer Services Central Billing and Credit Control to resolve queries.
  • Provide a secretarial service to the GM/DM and other key depot personnel including the maintenance of all depot filing systems, printing and filing of depot reports, telephone answering and typing. Distribute incoming internal and external mail ensuring that correspondence requiring a reply is logged and followed up.
  • Administer all new starters ensuring company procedures are followed in relation to the issuing of offer letters, reference and vetting procedures and authorisation and establishment on payroll.
  • Administer all leavers ensuring that files are appropriately stored and maintained and that HR and Payroll are advised.
  • Collate information required for the Weekly Operating Report, sanitise and input into spreadsheet. Pass to the Regional Finance Manager to review.
  • Input authorised information in respect of payroll into computerised system and present to the GM/DM for review.
  • Maintain personnel records, including sickness and holiday. Pass relevant information promptly to Payroll and Human Resources.
  • Establish and maintain all training records within individual personnel files providing reminders to the GM/DM of annual training review for each employee.
  • Establish and maintain a diarised system to ensure that all regular and ad hoc returns of information, to central departments or other outside bodies, are completed and sent on a timely basis.
  • Administer the depot’s petty cash in accordance with company policy.
  • Control the issue and recording of purchase orders to suppliers. Input authorised orders into computerised systems.
  • Check supplier invoices against orders, code invoices and present to OM/DM for authorisation.
  • Forward information to Central Finance in support of key control account reconciliations, e.g. Purchase Order Listing
  • Liaise with DPD IT helpdesk to resolve queries.
  • Carry out such other duties as may reasonably be requested by Line Management

Apprenticeship Training provided

Qualification: Business Administration Apprenticeship Level: 3
Duration: 18 months
Course Type: Apprenticeship Standard
Apprenticeship Delivery: Work based qualification. A tutor will visit you every 4-6 weeks in your workplace.

Units Covered: The Apprenticeship programme is made up of different units. Apprentices will be assessed on their knowledge, skills and behaviours throughout the apprenticeship and tracked online using an e-portfolio.

These are grouped into 3 themes which complement each other and are as follows:

1) Core Business & Administration

2) Managing Self & Personal Skills

3) Using Resources & Achieving Results.


After each theme is complete, a Mock End Point Assessment is carried out to ensure apprentices are prepared for the End Point Assessment at the end of the programme.

After a minimum of 372 days and successful delivery of the programme, the end point assessment will take place. The end-point assessment is a synoptic assessment of the skills, behaviours and knowledge that have been developed throughout the apprenticeship.

End-Point Assessments will involve an independent assessor carrying out final assessments with the apprentice, to ensure that the competences and learning within the ‘Apprenticeship Standard’ have been met.

Apprentices can achieve a pass, merit or distinction dependent on how well they perform in their End-Point Assessment.

Functional Skills:

Apprentices also work towards a Level 2 qualification in English and maths in the first half of the programme if they have no prior exemption (GCSE’s A – C or equivalents in English and Maths).

Skills required

  • Work under own initiative
  • Timekeeping
  • Attention to detail
  • Good level of IT capability

We will in return offer additional development via selected workshops for the right candidate, including Communications, Finance, Presentation as well as support throughout the Apprenticeship.

Qualifications required

English and Maths be minimum GCSE Grade 4 (C) or equivalent ICT Skills/Qual an advantage.

Personal qualities

Must demonstrate our DNA. - Hard Work, Passion, Flexibility, Honesty, Respect, Accountability.

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