Our Wester Cape depot is looking to appoint an Operational Assistant MSB. Operations Administration Complaints management: Incidents investigated and reported Briefing and debriefing Scheduling of Disciplinary Hearings Ensure complaints are finalised/resolved within 24-48 hours Ensure deduction forms are signed for (e.g. short monies) Report all IOD (Injury on Duty) to the HR department Manage manifest issuing and receiving of OBS monies Filing/save keeping of Briefing/De-briefing forms Ensure that briefing forms are forwarded to receiving Depot Ensure that permits of coaches are valid and available in blue bags Ensure all documents are maintained – sufficient quantity forms, neatness, archiving etc Provide general administrative support to the Depot Manager Ensure all operational checklists as per company policies are completed in full and signed off. Crew Appearance Ensure compliance with the company uniform policy of all crew and operational personnel. Ensure checks are done before and after every trip. Customer enquiries handled Meets customer's needs in terms of accuracy, relevance, promptness and completeness Unresolved customer complaints are referred to the relevant staff member or Management Logging of luggage enquiries on system (related to Lost Luggage) Handle conflict fairly Hears both parties side of the problem Shows understanding Maintains discipline according to Company policy Meets customer requirements according to company policy. Dispatching duties Outward dispatching (Briefing) Print manifest Ensure the blue bags have the following contents: Stickers Radio face Permit (SA Intercity) Insurance Diesel card/Park Station parking card Route indicator LG Sheet Log book Fa ulty book contents Route/permit is discussed with Pro Driver Inward dispatching (Debriefing) Paperwork cheked and filed (Briefing / Debriefing and Inspectioan) Check contents of blue bags – all must be returned S & T signed off (Happy Report) Coach clean, seats upright, armrests down Staff declarations All crew to declare before and after every trip Crew pictures taken by breathalyzer PC must be clear and must see the full face of the staff member declaring Lost luggage Lost items found in coach must be logged on the lost luggage system Ensure an effort is made to find owner of lost luggage Ensure lost luggage is placed in a secure area (lost luggage room) Staff Coordination E nsure leave and sick administration is completed as required according to HR policy and procedure Ensure rosters are fair – hours, routes are fairly divided among staff in coordination with Schedulers Ensure salary administration is completed accurately (S&T / Overtime) on Happy Report Routine checks on “Summary” carried out every ½ hour. Ensure rosters are adjusted to accommodate staff needs i.e. leave, sick leave, absenteeism, etc. Ensure rosters are completed one week days in advance and kept updated Ensure all company policies and procedures are complied with Staff performance supervised Effort is made to establish productive working relationships / mutual respect Work related matters are readily discussed; Policies and procedures Neatness/tidiness of personnel Non-compliance of policy and procedures are dealt with immediately Staff are informed of changes to policy and procedures Advice is offered in a helpful manner Commitments to others are met (Feedback) Concerns over the quality of work is directly raised and discussed with people concerned Performance Assessments In accordance with Disciplinary Actions Immediate manager is kept informed about activities, progress, results and achievements Potential and actual conflicts are identified and actions promptly taken Confidentiality is maintained Disciplinary and grievance procedures are carried out with minimum delay Trip Requirements Ensure that the Drivers have the following accessories when leaving on a trip; License and PDP expiry date Cell phone Hands free kit SAT Track ID key (Tag) Excess luggage Stickers Coach Blue Bag containing Coach fault book LG number issued by Ops Assistant Up and Down list Valid route permit (Insurance etc for cross border busses) and Coach Tablet (Drivers) Neatness of pro-Drivers departing/Arriving Hair short and neat Uniform (Clean shirt and black pants) Shoes clean and polished Black lace up shoes Only one ring allowed No bracelets No chains Only Intercape blazer Use only black belt Navy / Black socks Beard / mustache neat Freshly showered and shaved No Beanies Only Intercape cap No visible tattoos No studs / earrings Nails short and clean No visible t-shirt under Intercape shirt (Plain white T-shirt/Vest allowed_ Fleet Operations are maintained The staff is utilized optimally. That the productivity is maintained of individual coaches and the fleet maintaining of coach operations according to planned schedules, operations policy, procedures and revenue management (The performance of scheduled and unscheduled COF's ). Dealing with daily break/road fitness test. Assuring that staff's work and service levels meet organizational standards, legal requirements and customer expectations. The maintaining of company standards i.e. cleanliness of coaches, service schedules, fuel consumption, aesthetics of all vehicles. All CORE/AFRICA/CHARTERS coaches that turn in a Depot must be monitored Ensure that coaches leave on time Department Head to be informed of all issues and problems encountered asap The reduction in complaints on a continues basis. Handling of accident investigations and disciplinary issues. Continues risk management evaluation. Management of route operating licenses and permits. Daily Briefing and De-briefing Ensure that the following aspects are checked (Pre-Trip Inspection) and completed by Drivers when coaches arrive from trips and depart on trips; Completed pre-trip inspection Coach registration no. indicated License and Drivers card valid and displayed KM reading at departure from Depot KM reading on arrival in Depot Trailer registration no. indicated Particulars of Drivers Date of Departure Date of Arrival Under hood (engine of coaches) Wheels and Tyres (incl spare wheel) Interior (inside) of coach Condition and Operation of front lights Condition and Operation of rear lights Exterior of coach Trailer and all relevant accessories Contents of blue bag Post and other trommels Additional Equipment and documents: Permits valid Insurance Toilet and accessories Very important items – special check Blue toilet chemical sachets Destination board (for coaches not fitted with an electronic Destination Board) Ops Room Administration Filing/save keeping of Briefing/De-briefing forms Ensure that briefing forms are forwarded to receiving Depot Ensure that permits, insurance etc. of coaches are valid and available in blue bags Fleet Operations monitored and controlled Establish the status of daily coach plan. Amend the plan if appropriate and inform necessary parties Develop contingency plans to cater for unplanned events. Collect and analize information relating to coach movement. Prepare and issue required authorities and instructions for Pro Drivers and support staff. Direct coach movements to ensure optimum running. Monitor coach running and adjust movements to minimize delays. Maintain communications with internal and external customers – Ops Rooms Update information management system Log coaches late Coordinate resource movements Tracking system Mix Telematics Complete documentation required for the shift and for unplanned events Proper handover to be done when changing shifts SOPS Log busses late departure Sops System 24 hour coach and breakdown report From Oracle Depots to give support Breakdowns en route Repair coaches Permits Ensure validity of permit Insurances renewable yearly Ensure validity of insurances Breakdown and Technical support provided Technical advice is communicated in a professional manner Technical Information is accurate Identifying technical error and confirm with Technical Department Pro Drivers are guided to solve technical problems, ie Check ID key Correct starting of coaches Workshop/Depot Manager are informed of breakdown status immediately Breakdown information and down-time is accurately reported Logging late report Communications and support is maintained with Pro Drivers and passengers until the coach departs Constant communication between Operations and Offices are maintained to ensure accurate information is relayed to customers during breakdown Accidents to be logged on system All reports regarding captured accidents MUST be completed by responsible person who captured accident on system Customer service is provided Deal with customer inquiries courteously and efficiently (Appraisals / Complaints) Log on CCC System Responsible for logging complaints must resolve/finalize the complaint within 24-48 hours Questions are used to clarify the customer's needs or concerns Assistance from other staff is sought when a customer s inquiry cannot be fully answered Knowledge of services and /or operations is used to respond to customer's needs Customer inquiries and associated action are recorded and reported (CCC System) Special needs are addressed Provide feedback to managers and internal and external customers Handling of accidents Accidents/Incidents Reports to be completed thoroughly – add photo's, witness reports and forward to Technical Dept for quotes if necessary, finalize and forward to Claims Dept Apply Now

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Operational Assistant MSB Depot - Cape Town Region

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