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NOW HIRING (August 2022)

Galloway Community Transport requires an Administrator


Due to ongoing organisational development an administrator is required for this small but diverse and dynamic community transport operation.


Galloway Community Transport (GCT) is a forward-looking, not-for-profit, community transport provider based in New Galloway and operating throughout Kirkcudbrightshire and further afield. GCT is a subsidiary of Glenkens Community & Arts Trust.


GCT provides minibus-based community transport services (including registered services and GCT’s own local bus services; school buses; excursions etc) and a car-based patient transport service (in partnership with the Scottish Ambulance Service). GCT operates an electric car for small group journeys.


GCT has around 90 member organisations which hire vehicles and drivers for a wide range of purposes.


Current GCT initiatives include an ebike club, linking the Glenkens communities, and seeking funding for a community car club.




The Administrator post involves working closely and sharing responsibility with the GCT Manager and Deputy Manager in delivering a range of transport services greatly valued in the community.


The post reports to the GCT Manager, who in turn reports to the GCAT Executive Manager.


This is very much a ‘hands-on’ job dealing with all aspects of running a community transport operation to the highest standards.


The role will require the ability to work under supervision but will also require initiative and problem-solving skills in a variety of contexts.


Appropriate training and mentoring will be provided.


GCT is constantly expanding operations, creating opportunities for a suitable person to take on greater responsibilities (with the corresponding remuneration and benefits) in the future.


The post offers a competitive salary plus excellent conditions and prospects with an employer (GCAT) well known and respected in the local community.


20 hours per week. Ideally 4 hours per day, 5 days per week but the pattern is negotiable.

The post will require some flexibility regarding working hours to share on-call responsibility with the GCT Manager and Deputy Manager.

Some weekend working may be required.



Starting salary £18k per year pro rata (= £10,285 for 20 hours per week)


Skills/ Experience

The post requires sound organisational, communication and people skills and a high degree of flexibility Experience in a comparable administrative role would be an advantage.


Self-starter, quick to grasp new concepts and information, able to follow guidance and to take initiative where necessary.


Good problem solver – need to be able to work out and implement practical solutions to administrative and logistical problems promptly and viably.


Able to deal efficiently and personably with a wide range of people (for example, manager, customers, partners, drivers, maintenance personnel etc) in person, on the phone and by email/text.


Good communicator – verbal and written – accurate and concise.


IT: Essential: MS Office (Outlook, Word, Excel, Access)

Desirable: Xero Accounts (or other online accounting systems), Photoshop or Paintshop Pro, Wix (or similar).



No specific professional qualification is required, though an administration or management qualification or experience of transport operations would be an advantage.


Current driving licence essential.

D1 on licence an advantage.


A Minibus Driver Awareness Scheme (MiDAS) certificate or willingness to do MiDAS training/assessment will be essential.



The post may be partly home-based, though the post-holder will be expected to spend some time each week in the office at the CatStrand, New Galloway.


To Apply

Applications, in the form of a CV and covering letter, should be emailed to the GCT Manager on by 1700 on Wednesday 31 August 2022.

Please write ‘GCT Administrator Post’ in the email subject line.

Responsibilities and Tasks

The post will require a practical understanding of all GCT operational processes and procedures. The following list is indicative rather than exhaustive. The post will support the delivery of all GCT services.


Patient Transport Service

  • Take and record patient transport requests (Google Calendar, Excel spreadsheet)

  • Coordinating PTS drivers with requests

  • PTS journey data into PTS spreadsheet


School Services

2-3 days per week – on-call for live school service problems (vehicle issues, liaison with schools about delays, issues with pupils/ parents etc)


Regular Services (Newton Stewart and Castle Douglas weekly; Ayr and Carlisle monthly)

2-3 days per week – on-call for live regular services problems (vehicle issues, liaison with passengers about booking issues etc)



Maintain member registration records

Process member registration reminders and renewals


Member Hires

Handle member hire enquiries

Member hire estimates and invoicing

Book vehicles and drivers

2-3 days/ evenings per week – on-call to deal with live member hire issues


Vehicle maintenance

Maintaining vehicle maintenance log

Arranging 10-weekly safety checks

Arranging -as-required - vehicle maintenance and repair with garage

Dealing with small maintenance tasks such as changing bulbs, touching up paint dings, lubricating doors etc



Bookings, User support


Transport services scheduling

Entering and maintaining service data into Google Calendar

Entering service data into TicketSource booking system

Maintaining GCT’s presence in TicketSource



Prepare copy for CatStrand brochure, Glenkens Gazette etc for sign-off by Manager.

Posters for excursions and regular services as required

Publicity requirements for community car and ebikes


Bookkeeping and basic accounting

Record income and expenditure transactions using Xero accounting application.

Support the Manager and Deputy Manager in creating monthly and End of Year financial reports.


Other tasks

As necessary from time to time.

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