Ministry of Justice

Job Title

Logistics and Transport Clerk

Job Grade

AO

Job Location

National Distribution Centre, Branston, Burton on Trent. DE14 3EG

Contract Type

Permanent

Business Area

Ministry of Justice Commercial

Working pattern

Full-time

Number of Posts

1

The National Distribution Centre

The National Distribution Centre (NDC) provides a critical logistics and supply chain service to all public sector prisons including the collection, storage and delivery of a wide range of products.  Products stored and carried include goods from commercial suppliers, raw materials into workshops and a wide range of internally manufactured products.   As part of the Ministry of Justice, the site also supports other front line delivered services where required.

The in-house NDC fleet is designed to operate on a specialised demount system which is largely governed by challenges that arise from physical vehicular access restrictions across the prison estate, necessitating a mix of vehicle types and heights. The fleet delivers to the public sector prison estate on a national 5 day working week basis, operating a single shift system, supported by nights out as and when required.

The current logistics and supply chain solution for prisons has been operating in much the same way for many years.  Challenges including prison capacity increases, aging technology, limited space and sustainability pressures are all contributing to an environment where specific focus needs to be given to the future shape and scale of the logistics function, to deliver transformational change linked to the adoption of new technology and the efficiencies that can be delivered.

Commercial

The Logistics and Supply Chain function sits within the Commercial Directorate within the MoJ.  The Ministry of Justice has one of the largest and most complex spending profiles in central government. Each year we spend more than £5 billion with our suppliers and it’s our job to help coordinate the sourcing of what we need. We support the management of our contracts across the department, its agencies and non departmental public bodies.

Commercial is responsible for coordinating procurement and contract management across the MoJ, its agencies and non-departmental public bodies.   Commercial is organised into category teams, each with an interesting portfolio of contracts and diverse customers and suppliers to manage. We also have systems, programme management office, supplier relationship and risk management teams who work across all areas.

Role Summary

This is an administrative role based within the Ministry of Justice National Distribution Centre (NDC). It is a dual function post, requiring the post holder to support both the logistics and transport teams in delivering an efficient and effective storage and distribution service to HMPPS and other stakeholders.

The role does not have any line management responsibility and reports directly to the Transport Team Leader.

The contracted hours will be Monday to Thursday 0800hrs – 1600hrs and Friday 0800hrs – 1530hrs. Flexi time is available for this role.

Key Responsibilities

Contribute to the effective management of administrative, logistics, and transport functions within the NDC.

The job holder will be required to undertake the following duties and responsibilities:

•             To assist the Transport & Logistics Team Leaders with the day to day running of the Transport & Logistics Office.

•             Carry out administrative tasks on behalf of the Transport and Logistics team.

•             Maintain Tri-Scan system, process fuel orders and deliveries, print out daily fuel stock reports. Check agency fuel receipts against invoices.

•             Raise orders for Fleet Engineering Services (breakdown and services) and then process the completed order.

•             Maintain accurate Tachograph records and update register.

•             Continuous improvement

•             Demonstrate an understanding of customer and stakeholder needs, delivering effective service and maintaining positive working relationships relevant to logistics and inventory control activities.

•             Ensure drivers and agency staff are kept up to date with all relevant paperwork, policies, and job related requirements.

•             Monitor transactional activity and ensure all associated documentation including purchase orders, delivery notes, picking sheets, and transport records is accurately completed, checked, and forwarded as required. Ensure all files, records, and correspondence are properly maintained and stored in accordance with relevant procedures.

•             Produce reports

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alternations and additional tasks of a similar level that may be necessary.

Essential Criteria

•             Please note this is a full time, onsite only position (no remote or hybrid options)

•             Must have knowledge and work-related experience in transport, distribution, and stock control.

•             Strong analytical skills with the ability to interpret data and produce reports.

•             Demonstrate the ability to plan and manage workload and resources effectively, working under pressure and meeting tight deadlines.

•             Demonstrate strong prioritisation skills, with the ability to share information and resources effectively with colleagues.

•             Ability to think and respond quickly, adjusting work schedules and operational plans effectively in response to unplanned events.

Desirable Criteria

•             Good working knowledge of Microsoft Outlook, Word, and Excel.

•             Previous WMS (warehouse management system) experience.

•             Previous transport/routing operations experience.

Application Stage

An initial sift will be performed against the following elements and will be assessed against the Civil Service success profiles framework:

Experience

•             CV

•             Statement of Suitability (up to 250 words): this should be based around your experience on the key responsibilities and essential criteria

Behaviours

We will assess your application on the following behaviours.  Please use the STAR method in your examples.

•             Managing a Quality Service

•             Leadership

•             Making effective decisions

Please note in the event of a large number of applications being received we may run the initial sift against CV, Statement of Suitability and lead behaviour of “Managing a Quality Service”.

If shortlisted, you will be invited to an interview and will be assessed on the selected success profile elements at the interview stage.

Interview stage

There is one interview stage for this vacancy and as part of the interview process you will be required to provide evidence on the following, and will be assessed against the Civil Service success profiles framework:

Behaviours

•             Working Together

•             Delivering at Pace

•             Changing and Improving

The interviews will be held at National Distribution Centre, Burton Road, Branston. DE14 3EG.  The site is shared with B&Q distribution, please follow the road signs for MoJ once entering the site and report to the security gate where you will be directed to the reception to sign in.  The interviews will be held on an Industrial Site and all staff and visitors are required to wear Hi-Vis Vests whilst moving around site; these will be provided by security on arrival, please ask for a vest if not offered one.

Strengths maybe assessed at the interview, and these are not shared in advance.

To learn more about the Civil Service success profiles framework and how they are assessed please click here.

Please use STAR approach to structure your examples for both the application and interview for behaviours.  Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.

Situation:  Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.

•             Where are you?

•             Who was there with you?

•             What had happened?

Task:  The job holder will want to understand what you tried to achieve from the situation you found yourself in.

•             What was the task that you had to complete and why?

•             What did you have to achieve?

Actions:  What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.

Results:  Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.

•             What results did the actions produce?

•             What did you achieve through your actions and did you meet your goals?

•             Was it a successful outcome? If not, what did you learn from the experience?

Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths