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TOPS Clerk

West Yorkshire
Full time
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Transport, shipping & logistics
1,001-5,000 employees
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Our commitment to you, once you join our team, is to foster growth and provide developmental opportunities to ensure you reach your utmost potential.

Purpose of Role

To control, in real time, the day to day operation of TOPS, TOPS 2000, and TRUST for UK Rail operations. To undertake, provide and manage an effective data management function for all UK rail operations. To advise and assist other remote reporting locations in the use of TOPS, TOPS2000, TRUST and other rail systems.

  • By communication between all relevant staff
  • By the proper management of time in relation to prioritising workload
  • By complying with Railway Group Standards, Codes of Practice, Rules and Regulations and procedural instructions relevant to the activity

Main Duties and Responsibilities


You have specific duties and responsibilities on a day to day basis for the occupational health and safety of colleagues, stakeholders and other rail users.

  • Ensure a positive safety culture is developed within your area of responsibility, which is supported by robust safety processes in accordance with company, industry standards and legislation
  • Ensure that where appropriate, actions are carried out in accordance with emergency procedures for major incident/ accident management or any other rules, procedures and instructions relevant to your role
  • Ensure that any operating or occupational accidents and incidents involving employees that are identified by you, or identified to you by other people, are advised to your line manager
  • Ensure that any safety equipment provided to you that you have been trained to use, is deployed in a proper and appropriate manner
  • Ensure all safety critical staff comply with the company Drug and Alcohol Policy (RGGEN/023)
  • Manage the normal day to day operation of Freightliner services in a safe and proper manner in accordance with Safety Certificate, railway Group Standards and Freightliner requirements via the company standards and training provided
  • Ensure that all communication in relation to Freightliner train services complies with all current operating rules, regulations and notices
  • Ensure that statutory reporting is carried out as required
  • Notification of instances to first and second line and engineering on call
  • Taking prompt and appropriate action to ensure safety of people and equipment and infrastructure in normal operating conditions and during out of course situations as detailed in company standards
  • Comply with instructions contained within company standards
  • Observe requirements of OPSHH006 standard.

Compliance and Standards

  • Timeously carry out input procedures for the creation and retrieval of information via TOPS, TOPS2000 and TRUST; for train documentation, consists, shunt lists and other required functions for UK rail platform
  • Advise and assist other TOPS reporting locations and trouble shoot problems in priority order
  • Provide cover for other TOPS reporting locations as required
  • Ensure correct TOPS late start codes are input into systems for trains reported
  • Provide information to train running control of any late start information received from terminals and or groundstaff
  • Advise train running control of any schedule errors including missing, incorrect or deficient schedules which may cause extra input to rectify
  • Report to the IT department any PC and system faults and failures which affect the efficiency of the office
  • Archive any generated paperwork to ensure records are maintained for the agreed time periods Compile a handover for the benefit of the following shift
  • Continually look to improve the quality and cost effectiveness of Freightliners TOPS facility, and seek solutions to problem areas
  • Provide information as required to the Head of Control, and undertake other duties as directed by the Head of Control, commensurate with the post

Experience, Knowledge, Qualifications and Training

  • Experience of Railway Operations
  • Good Railway geographical knowledge
  • Excellent oral and written communication skills
  • Ability to work under extreme pressure and in emergency situations
  • Good negotiation skills and able to resolve problems
  • Strong IT Skills
  • Keen and conscientious approach to work, able to concentrate for long periods on detailed information
  • Ability to multi-task and maintain impeccable attention to detail, whilst working in a pressure driven environment
  • Basic awareness of Freightliner vehicle maintenance policies
  • Knowledge of Freightliner/Network Rail train planning process
  • Knowledge of the Rail industry performance regime

Behavioural Competencies

  • Attacks goals and objectives with drive, energy and enthusiasm
  • Commitment to work safely, and that it is the first consideration in everything that we do
  • Maintenance of trust, tact and confidentiality – any breach of confidentiality, pursuit of personal agendas, or expression of opinions not directly related to the requirements of this role will not be tolerated
  • Awareness of the nature of our customers business requirements and an outward looking focus towards helping them achieve their objectives
  • Ability to work to standardised instructions and processes and ensuring that others do the same

Safety Documentation and Equipment (which may be used)

  • Job description
  • Loads book
  • MIE policies (MIE0758)
  • Control Manual
  • Rule Book and Sectional Appendices
  • Health & safety Policies and procedures
  • Alcohol & Drug Policy
  • Phone & Company IT systems
  • Freightliner Company standards

This Job description reflects the situation at October 2022 and may be subject to reasonable changes in the future.

We are looking for the most committed and reliable individuals who possess the knowledge, skills and experience needed for their roles.

In return we can offer competitive pay, excellent benefits, a competitive pension scheme and a rewarding career in an award-winning team