Defence Support Administrator

3 weeks ago

Elland, United Kingdom Terberg DTS Full time

**Overall purpose of the job**

Ensure we meet our obligations, key performance indicators, specifically in relation to Defence contracts throughout Terberg DTS.

To provide administrative support to all Terberg DTS Defence related contracts.

To act as the day-to-day POC for Defence Fire and Rescue (DFR) work requirements.

To provide maintenance and fleet management services to the DFR Contract in accordance with the Maintenance Contract Operating Procedures and the Mandatory Inspection Operating Procedures.

To provide effective support to the Defence Team and to coordinate work requirements effectively with all other departments.

To provide effective customer service and build relationships with both internal and external customers.

To maintain vehicle records using the MoD’s Joint Asset Management and Engineering Solutions (JAMES) computer programme.

To prioritise work effectively ensuring all documentation is completed accurately and on time.

**Responsibilities**
- Answering the dedicated DFR vehicle reporting telephone line.
- Accurately recording DFR vehicle faults and maintaining the DFR spreadsheets.
- Ensuring DFR defects are passed to the relevant maintenance organisation in a timely manner.
- Liaising with Terberg DTS Fire Division to ensure defect attendance is in line with the DFR Priority system.
- Ensuring DFR scheduled maintenance is accurately forecast and details provided to the maintenance organisation via T Cards.
- Maintaining DFR vehicle maintenance and inspection records and updating JAMES as required.
- Ensuring DFR scheduled Mandatory Equipment Inspections (MEI) are accurately forecast and details provided to the vehicle inspectors in sufficient time to ensure MEI compliance does not elapse.
- Ensuring all MEIs are recorded and records maintained for each inspector.
- Ensuring all in-house systems such as LIST are updated.
- Ensure invoicing details for the customer are correct and that an invoice is raised at the appropriate time.
- Scrutinising vehicle defect reports to ensure such defects are covered under the appropriate contract.
- Scrutinising all repair options to ensure value for money is achieved.
- Provide effective communication to other departments when necessary.
- Provide cover for other MoD department members when needed.
- Providing accurate handover notes during periods of absence.
- To action customer repair, maintenance and breakdown requests in a timely and cost effective manner.
- To ensure equipment is maintained in accordance with its service contract.
- To work within the team and to liaise effectively with all other departments.
- To prioritise work effectively ensuring all documentation is recorded accurately.
- To maintain accurate, clear and concise records on customer management systems
- To provide effective customer service and build relationships with both internal and external customers.
- To allocate appropriate Field Service Engineer response to meet customer requirements.
- Liaise with management team to proactively escalate any concerns / risks.
- To ensure maximum utilisation of Field Service Engineering resource according to capacity and geographical location.
- To reschedule jobs and resources according to emerging customer needs and resource availability.
- Ensure all service records are received from the appropriate Field Service Engineer and are accurate.
- Provide data and supporting evidence to internal and external customers regarding service work that has been completed and or is outstanding.
- To provide further assistance to other team members as and when required.

**Person Specification**:

- Effective time management.
- Able to troubleshoot and put forward new ideas to improve processes within the department.
- Must have a good understanding of Microsoft Office
- Able to work well under pressure.
- Able to be flexible to customer needs and working schedules.
- Be able to maintain confidentiality at all times.
- Demonstrate ability to work on own initiative.
- Able to prioritise own work and work within the department to assist others.
- Excellent planning skills.
- To demonstrate self-motivation in achieving own and departmental objectives.
- Able to demonstrate positive customer service skills.
- Able to adapt to organisational changes.

**Job Types**: Full-time, Permanent

**Salary**: Up to £23,000.00 per year

**Benefits**:

- Company events
- Company pension

Schedule:

- Day shift
- Monday to Friday
- No weekends

**Experience**:

- office administration: 1 year (required)

Work Location: In person

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