Fleet Administrator

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 the 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.

To be the first point of contact for both internal and external customers.

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 tasks on 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.

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.

We provide 24 hour, 365 days a year accident and emergency services to those in need of emergency medical treatment and transport in - Bedfordshire, Hertfordshire, Essex, Norfolk, Suffolk and Cambridgeshire.

non-emergency patient transport services

We also provide non-emergency patient transport services for patients needing non-emergency transport to and from hospital, treatment centres and other similar facilities and who can't travel unaided because of their medical condition or frailty.

Within the east of England, we deliver the patient transport services in Cambridgeshire, Bedfordshire, Hertfordshire, north, south and west Essex.

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 the 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.

JOB SPECIFIC RESPONSIBILITIES

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 tasks on 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 reco