Fleet and Workshop Administrator Band 3

2 weeks ago

Norfolk, United Kingdom Cordant People Full time

We are looking for a band 3 Fleet and Workshop Administrator based in Norfolk
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 mayoccur to these dates and times.
To raise, as required, job cards (hardcopy or electronically) for trust vehicletechnicians to work from on the Fleet Management System(s), ensuring noduplicate jobs are being undertaken, also to capture all recalls and defects and collate these tasks onto the relevant vehicle jobs.
On completion of job cards to check that any, and all, fitted vehicle parts havebeen allocated to the job and any parts ordered from external parts suppliers have been allocated to the job card. To ensure invoices are produced accuratelyfor both internaland external customers. These invoices are to be completed ina timely fashion to ensure prompt payment.
Where warranty work has been undertaken, to support the production of warrantyclaim invoices for the Trust to re-charge to vehicle / body manufacturers. ? Carry out the functions of the VOSA/DVSA administration officer if required bythe workshop location.
Liaise with 3rd party providers to ensure work is progressing on Trust vehicles andupdate 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 andensure such monies are paid in before the end of each month.
Update Fleet Management System(s) as required ensuring all vehicle records areup to date to enable management of the fleet as required by the Trust.? Provide administrative support using Microsoft Office packages and other Trustsupported systems. Thisincludes establishing and maintaining office systemsboth 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 amanner that enables records to be accessed if required by either internal orexternal agencies.
Assist with answering queries raised by either internal and external customers ordepartments with EEAST as required by the Fleet Management.
To provide support for Fleet Managers at formal meetings across the Trust suchas taking notes/minutes, prepare and distribute agenda’s, notes / minutes, andany other relevant papers.
May be the first point of contact for staff wishing to raise sensitive, personal andwelfare issues which may require tact and sensitivity and a full understanding ofthe Trust’s Welfare and Safeguarding policies.
Pass on to the appropriate person constructive views and ideas on improvingservices for users and the public. Responsible for adapting own practice asagreed with line manager
Communicate effectively with Senior Managers, Managers, staff and colleaguesboth internal and external. Communicate in a confidential manner whenappropriate, with a high degree of understanding in relation to your own role.

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