Depot Administrator / Receptionist

Job Role Depot Administrator/ Receptionist

Location

York Rail Depot, York

Department

Depot Operations / Administration

Reports To

Depot Manager or Administration Manager

Employment Type

• Full-time- Ongoing temp contract
• Job Purpose

The Depot Administration Receptionist is responsible for providing a professional front-of-house reception service while delivering efficient administrative support to the rail depot management team.

The role ensures the smooth day-to-day running of administrative functions, maintains accurate records, supports operational staff, and provides excellent customer service to visitors, contractors, and employees.

Key Responsibilities

• Welcome visitors, contractors, suppliers, and employees in a professional and friendly manner.
• Manage the reception area, ensuring it remains tidy, secure, and welcoming.
• Answer, screen, and direct telephone calls and emails promptly.
• Handle incoming and outgoing post, deliveries, and courier services.
• Maintain visitor logs and issue visitor passes in accordance with depot security procedures.
• Support depot managers with administrative tasks, including preparing documents, reports, and presentations.
• Maintain accurate electronic and paper filing systems.
• Schedule meetings, training sessions, and appointments, including room bookings.
• Order and maintain office stationery, PPE, and general office supplies.
• Input data into company systems while ensuring confidentiality and accuracy.
• Assist with employee records, timesheets, and general HR administration where required.
• Raise purchase orders and process invoices in line with company procedures.
• Support compliance activities by maintaining documentation for audits and inspections.
• Follow all rail industry health, safety, and environmental procedures.
• Carry out any other reasonable administrative duties as requested.

Essential Skills and Experience

• Previous experience in a receptionist, administrative, or office support role.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to manage multiple tasks.
• Good working knowledge of Microsoft Office (Word, Excel, Outlook, and Teams).
• Accurate data entry and record-keeping skills.
• Professional telephone manner.
• Ability to work independently and as part of a team.
• High level of discretion when handling confidential information.
• Previous experience working within the rail industry, engineering, logistics, or transport.
• Knowledge of depot operations and rail safety procedures.
• Experience using business management or document control systems.
• Basic understanding of purchase order and invoice processes.
• Personal Attributes
• Friendly and approachable.
• Professional and reliable.
• Highly organised and detail-oriented.
• Flexible and adaptable.
• Proactive with a positive attitude.
• Able to remain calm under pressure.
• Health & Safety

The post holder is expected to

• Comply with all company health and safety policies.
• Follow rail depot security and access procedures.
• Report hazards, accidents, and near misses promptly.
• Wear appropriate PPE when required within operational areas.
• Working Hours

Typically Monday to Friday, with flexibility to support operational requirements where necessary.

Competitive salary, dependent on experience, with benefits including pension scheme, annual leave, and opportunities for training and career development.

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