Fleet and Workshop Administrator

**Fleet and Workshop Administrator**

**Location**: Norwich

**Job Type**: Temporary

**Duration of booking**: This is expected to for 3 months and likely to be longer

**Proposed start date**: ASAP

**Sector**: Healthcare

**Base**:Hospital

**Band**: 3

**Pay Rates**:
£10.10 PAYE inclusive of holiday per hour or £11.00 Umbrella per hour

**Working Days and Hours**:Monday to Friday, 9am-5pm with half an hour lunch

**Job Summary**
- The role is to support primarily the Fleet Administration & Compliance (FAC) Manager by carrying out administrative functions within the Fleet Department.
- The role of the post holder(s) is to ensure that all administration functions are carried out in timely manner to reduce delay.
- To produce accurate invoices as required by both internal and external customers of the Trust to support prompt payment of invoices for the Trust.
- Working with administrative colleagues to provide flexible and inter-operable support across the range of fleet duties.

**Duties**
- To be the first point of contact for both internal and external customers.
- To keep customers aware of completion dates and of any changes that may occur to these dates and times.
- To raise, as required, job cards (hardcopy or electronically) for trust vehicle technicians to work from on the Fleet Management System(s), ensuring no duplicate jobs are being undertaken, also to capture all recalls and defects and collated these taskson to the relevant vehicle jobs.
- On completion of job cards to check that any, and all, fitted vehicle parts have been allocated to the job and any parts ordered from external parts suppliers have been allocated to the job card.
- To ensure invoices are produced accurately for both internal and external customers. These invoices are to be completed in a timely fashion to ensure prompt payment.
- Where warranty work has been undertaken, to support the production of warranty claim invoices for the Trust to re-charge to vehicle / body manufacturers.
- Carry out the functions of the VOSA/DVSA administration officer if required by the workshop location.
- Liaise with 3rd party providers to ensure work is progressing on Trust vehicles and update Fleet Technical (Workshops) Manager and Fleet Administration & Compliance Manager of any vehicle that is delayed.
- To secure any cash payments to the Trust workshop for work undertaken and ensure such monies are paid in before the end of each month.
- Update Fleet Management System(s) as required ensuring all vehicle records are up to date to enable management of the fleet as required by the Trust.
- Provide administrative support using Microsoft Office packages and other Trust supported systems. This includes establishing and maintaining office systems both paper and electronic to a high standard.
- To undertake duties are required by the Fleet Area (Workshops) Supervisor / Fleet Logistic Centre Supervisor, such as filing of completed job cards in a manner that enables records to be accessed if required by either internal or external agencies.
- Assist with answering queries raised by either internal and external customers or departments with trust’s as required by the Fleet Management.
- To provide support for Fleet Managers at formal meetings across the Trust such as taking notes/minutes, prepare and distribute agenda’s, notes / minutes, and any other relevant papers.
- May be the first point of contact for staff wishing to raise sensitive, personal and welfare issues which may require tact and sensitivity and a full understanding of the Trust’s Welfare and Safeguarding policies.
- Pass on to the appropriate person constructive views and ideas on improving services for users and the public. Responsible for adapting own practice as agreed with line manager
- Communicate effectively with Senior Managers, Managers, staff, and colleagues both internal and external. Communicate in a confidential manner when appropriate, with a high degree of understanding in relation to own role.
- Monitor levels of stationery and other office supplies, requisitioning additional stocks as required. Check the delivery of goods and services to the Fleet Admin Department, identifying any issues and taking the appropriate action to remedy.

**Questions**

Do you have experience working as an administrator in the NHS?

Do you have experience working in Fleet and Workshop Administration?

Do you have experience working as an administrator in the healthcare sector?

Do you have experience working as an administrator?

Do you meet the criteria above and available to start immediately?