Fleet Management Officer & Office Manager - Temporary Cover

Based at:           Nova Way, Avonmouth

Contract:           6 month Fixed Term Appointment with the possibility of extension

Hours:               37 hours per week

Salary:               Hay 8 (£26,446 - £29,174) per annum

Closing date:    Noon on Friday 20th May 2022

 

 

An opportunity has arisen to join Avon Fire & Rescue Service as a Fleet Management Officer & Officer Manager within our Fleet Department on a temporary basis. This is for an initial 6 month period, however there is the possibility that this could be extended to support resilience within the department.

 

We’re looking for someone to support the Head of Transport to ensure the administration of the Fire Service’s fleet, and management of relevant capital and revenue budgets, is effective and compliant.

 

The post holder will manage administrative staff and resources to ensure the provision of efficient and effective support to all functions located at the Nova Way Technical Centre, and promoting a cycle of continuous improvement. 

 

As the Fleet Management Officer & Officer Manager, you will support the Head of Transport in revenue budget management and reporting through review of spend and identification of trends/issues, and managing outstanding revenue commitments and report accordingly.

 

You will also maintain and develop weekly data fed Metrix reporting systems; tracking and managing key data stream behaviours.

 

You will be responsible for enabling a timely and affective performance KPI measuring systems, delivering reports to function support teams and function head.

 

In order to be considered for this position, it is essential that you have an extensive amount of business administration experience.

 

Within this role, you will have line management responsibilities therefore it is essential that you have previous line management experience.

 

It is essential that you are computer literate with a working knowledge of the Microsoft Office, plus experience of compiling/manipulating information in different formats, particularly spreadsheets. 

 

To see the full duties of the role and candidate criteria required please see the job description provided.

 

How to apply:

 

The job description and application is available to download on our website https://www.yesyoucan.careers/. Once you have read the job description please complete the application form telling us how you meet the requirements of the role - tell us how your skills, qualifications and experience match those required for this role, and provide examples wherever you can. The information you give us will assist us in our shortlisting process.

 

Completed applications must be submitted to recruitment@avonfire.gov.uk . Late applications will not be accepted. 

 

Please quote job reference number 3851T [JD number] on any communications. Thank you.

Job description

 
 
 
 

 

 

 

 

 
JOB DESCRIPTION

JOB TITLE:     Fleet Management Officer & Office Manager

DIRECTORATE:  Service Delivery Support

POST NO:      3851      

GRADE:  H8

     

 

 

1.         JOB PURPOSE

 

    1. To support the Head of Transport to ensure the administration of the Fire Service’s fleet, and management of relevant capital and revenue budgets, is effective and compliant.
       
    2. To provide specialist administrative support to the Head of Transport.
       
    3. To manage administrative resources to ensure the provision of efficient and effective support to all functions located at the Nova Way Technical Centre.

 

 

2.         BACKGROUND

 

    1. Avon Fire & Rescue Service (AFRS) serves the Unitary Authority areas of Bristol, Bath & North East Somerset, North Somerset and South Gloucestershire, with fire stations and office locations in each area.  It is a Combined Fire Authority, consisting of Members drawn from the above four authorities. 
       
    2. Based at Nova way Technical Centre in Bristol, this post is in the Fleet Management Unit which is part of the Service Delivery Support Directorate. The Nova Way Technical Centre is currently comprised of the Fleet, Workshops, Technical Services and Stores functions.
       
       
      3.         MAIN DUTIES

 

    1. Manage administrative staff and resources to ensure the provision of efficient and effective support to all functions located at the Nova Way Technical Centre, and promoting a cycle of continuous improvement. 
    2. Manage own time and team resources effectively.  Keep function heads informed of capacity and weekly timescales, and manage team output and commitment to timely delivery of work. 
    3. Ensure all departmental processes and work streams that support effective fleet management are reviewed and kept up to date on an annual basis.
    4. Provide specialist administrative support to the Head of Transport.
    5. Support the Head of Transport in revenue budget management and reporting through review of spend and identification of trends/issues, and managing outstanding revenue commitments and report accordingly.
    6. Support the Head of Transport in capital budget management and reporting, through effective identification of predicted overspend and underspend, and manage outstanding capital commitments and report accordingly.
    7. Approve financial requisitions for fleet spares up to the value of £10K.
    8. Support the Head of Transport in ensuring all fleet and equipment records are held and managed in compliance with relative legislation.
    9. Responsible for continuous improvement and development of the fleet management system, and train Departmental staff as required.
    10. Support the Head of Transport in ensuring the Service fleet and equipment asset database is maintained in an up-to-date and accurate state within the Service’s fleet management system.
    11. Maintain and develop weekly data fed Metrix reporting systems; tracking and managing key data stream behaviours and enable timely and affective performance KPI measuring systems, delivering reliable exception/violation reporting to function support teams and function head. Use process knowledge to develop and improve efficient and effective use of data through continuous improvement approach.
    12. Advise and provide periodic reports in relation to whole life costs and fleet benchmarking as required.
    13. Support the Head of Transport in the preparation of the fleet replacement plan.
    14. Support the Head of Transport in the sourcing and procurement of fleet assets to fulfil the fleet replacement plan.
    15. Manage and oversee the disposal of fleet assets that have reached the end of their life cycle.
    16. Undertake end user engagement relating to current and future fleet assets to support continuous improvement and ensure stakeholder needs are satisfied.
    17. Manage and oversee the administrative procedures relating to fleet history, utilisation and maintenance of records, MOT certificates and registration documents in accordance with statutory requirements.
    18. Ensure the Service’s Road Fund License obligations are met.
    19. Manage and oversee the Service’s Pool car booking system and vehicle tracking systems.
    20. Manage and report on the Service’s fuel usage, ensuring environmental and financial impacts are captured.
    21. Manage and distribute Service fuel cards ensuring systems of audit are in place to ensure appropriate usage.
    22. Procure and manage Service lease vehicles in accordance with Service Policy and procurement legislation as required.
    23. Administer the Service accident management process.
    24. Administer driver’s license verification.
    25. Be responsible for supplier management.
    26. Liaise with insurance providers.
    27. Support, enable and manage aspects of Departmental projects as required.
    28. Any other duties commensurate with the grade and general level of responsibilities of the post that may be assigned from time to time.

 

4.         GENERAL

    1. You must ensure that, both in your dealings with other employees and with members of the public, you adhere to the principles and standards outlined in the Equality and Fairness Policy.  You have a responsibility to make supervisors aware of literature, language or behaviour that offends against that policy and the dignity of personnel.
       
    2. In addition to the individual responsibilities above, you must ensure that any staff you manage conform to the principles of equality, fairness and dignity and must confront incidents of behaviour that offend against those principles.

 

    1. Ensure you maintain an awareness of Health and Safety Regulations in relation to duties and tasks being undertaken and report any situations or incidents which could be considered hazardous.  All employees have a responsibility for their own safety and must not endanger that of colleagues/visitors in the workplace or the public.

 

    1. Ensure that you perform all duties in accordance with the principles and requirements of Data Protection legislation.

 

 

5.         SUPERVISION AND WORK PLANNING

 

    1. You will receive day to day supervision from the Head of Transport, but will be expected to use your initiative to prioritise work, respond to urgent queries/requests, and to manage your time effectively.  In order to provide and organise administrative support for the functions based at Nova Way Technical Centre, you will need to liaise regularly with local Managers to determine their requirements and to ensure they receive appropriate support.
       
    2. You are responsible for the motivation, management, development and performance of any  administrative staff at the Nova Way site, as allocated.   
       
       

6.         SPECIAL NOTES OR CONDITIONS

 

    1. Although your post is based at a specific location, there may be times when in the interests of the efficiency of the Service, you are required to work from a different work-base, for which appropriate allowances will be made available.
       
    2. You are required to wear clothing suitable to the type of work you are undertaking, which may include AFRS branded, corporate clothing and protective clothing as deemed appropriate by your line manager.
       

 

7.         QUALIFICATIONS & EXPERIENCE

 

            ESSENTIAL

  • Possess or be working towards NVQ level 4 or equivalent in a relevant area such as business administration.   
  • Substantial relevant administrative experience
  • An effective working knowledge of HR regulations, processes and procedures such as working time, sickness absence, GDPR and payroll.
    • Experience of preparing technical specifications for vehicles and plant
    • Significant contract and performance monitoring experience
    • Able to establish and maintain joint collaboration projects and business ventures
    • Significant budget management experience
    • Ability to produce professional reports and standard operating procedures
  • Have the knowledge, skills and personal attributes to supervise, motivate and develop staff
  • Computer literate with a working knowledge of the Microsoft Office Suite, plus experience of compiling/manipulating information in different formats, particularly spreadsheets 
  • Effective organising skills and able to set up and maintain new administrative systems
  • Able to communicate effectively at all levels, orally and in writing
  • Able to prioritise, work to deadlines and manage time effectively without supervision
                ADVANTAGEOUS
  • Previous experience in a technical environment and/or experience of laying out technical documents in a straight forward format
  • Previous experience of staff supervision.
     
     

 

 For the use of the Human Resources Unit only:

 

 Date approved:            Feb 2020   

 

 Date effective:            

To be signed by postholder:

 

 Received:

 

 Date:

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