Fleet Operational Support Officer

The role purpose of the job is being responsible for providing detailed and accurate compliance, business and finance support to the Fleet and Workshop team.

Liaison with internal services and departments as well as external partners, suppliers, agencies and government bodies such as DVSA, DVLA, Office for Traffic Commissioner.

Corporate responsibility

Understand, uphold, and promote the aims of the councils equality, diversity, and inclusion policies; health, safety and wellbeing of self and others; and Organisational values in everything you do. Equality and Diversity practice covers both interaction with staff, service users and communities and includes challenging discrimination and promoting equality of opportunity for all.

Operational Support responsibility

• Contribute as requested to the development and improvement of Fleet Operational Support services across the Council.
• Provide an effective and efficient service in line with the Councils objectives; ensuring safe and efficient operations, whilst maintaining a cost-effective service to all service users and are operated in line with statutory regulations pertaining to workshop compliance and MOT station operations.
• Have responsibility for specific, well-defined aspects of Fleet Operational Support projects. Provide information to managers and colleagues on the operation of specialist systems and procedures. Provide business support functions to the Fleet Management team to support meetings and investigations with a minute taker.
• Ensure highly accurate and detailed work is achieved at all times to comply with all the requirements set out by the Traffic Commissioner.
• Prepare reports for Senior management and Councillors.
• Ensure all enquiries and cases are managed and completed at the appropriate level; both within the Fleet team and across the organisation.
• Provide support for the escalation of service issues.
• Personally own the resolution of some complex activities, projects and work stream.
• Assist with the design and development of tools and guidance notes for the areas of specialism to embed consistency and share knowledge and best practice.
• Act as lead case owner in one or more areas of specialism, personally owning the resolution of more complex activities, projects and work streams.
• Promoting new ways of working, responsible for multi-skilling people and encouraging knowledge sharing across teams
• Provide support to the relevant Manager for operational management of the service as required, including overseeing people and responding to performance information.
• Work with the relevant Manager to support and develop others within the team.

Performance Framework

• Manage and monitor the digital driver licence check system; reporting any issues immediately; including adding and removing new starters/leavers.
• Manage and monitor the digital tachograph system in line with the Traffic Commissioners guidelines; ensuring all infringements are reported and escalated to be managed.
• Manage and monitor all telematics and highlight any speeding infringements to the appropriate manager.
• Manage and monitor all PMI and service paperwork to ensure all daily user checks are defected matched appropriately and actioned by the relevant manager.

Finance responsibility

• Understanding of our financial policies and regulations, budget monitoring and a range of finance processes to support service specific requirements. No direct budget responsibility.
• Ensure full, detailed, accurate and timely recharges are sent to the relevant vehicle service users.

Training and development

• Ensure all mandatory training is completed on time.

Service improvement

• Champion the continuous improvement of processes and procedures within the Fleet Operational Support team using best practice from others where appropriate.
• Be a champion for the delivery of the Councils key strategic aims and objectives ensuring understanding and commitment from the Fleet Operational Support Team.

Service standards

• Work with the Fleet Operations Manager to develop service standards to aid a productive and analytical Fleet Operational Support team; maintaining compliance at all times as a minimum and adding best practice.

Administrative support

• Working within our collaborative business administration teams, you will work within specific teams in support to operational colleagues directly working within the Fleet team and support to statutory services that have drivers and vehicles within their service area.
• Review and report on all business support processes to ensure information is processed efficiently.
• Use and interpret a variety of reports available to ensure quality of data within a variety of recording platforms, e.g, case management system, excel spreadsheets.
• Have an integral role within the Fleet to ensure delivery of a robust and adaptable business support service.
• Utilising an extensive range of ICT to support the team and your role in everyday activities, e.g, use of Microsoft Office 365applications, specifically SharePoint, excel, Power Point, One Note, Teams.

Customer service

• Supporting customer self-serve and spotting opportunities for the Council to initiate further enabling and self-serve.
• Ensuring that all customers are communicated to in a timely manner and act as an ambassador for the Council promoting the Councils vision, strategic aims and values.
• Manage all escalated complaints efficiently and professionally where required.

Qualification/Knowledge/Experience/Skills

Qualifications

Essential

• Educated to A level standard or similar.
• Intermediate level computing and application skills.

Desirable

• Level 4 Administration or finance related qualification.
• IOSH/NEBOSH

Knowledge/Experience/Skills

Essential

• Significant experience in the use of all Microsoft applications.
• Previous experience with minute taking.
• Ability to work collaboratively with others as a member of a team and on own initiative.
• Ability to deliver work schedules, programmes and manage ad-hoc work.
• Experience within a customer-focused service providing excellent customer.
• Ability to produce accurate & detailed data reports.
• High attention to detail and an ability to prioritise.
• Previous experience with purchasing/procurement administration.
• Ability to communicate effectively both orally and in writing.
• Validating and processing activities, projects and work streams

Desirable

• Previous experience working in a workshop or transport office.
• Risk management and health and safety
• Basic working knowledge of the legislative frameworks surrounding the areas of specialism.