Fleet Administration Officer

Division / Department - Joint Transport Service

Grade - Grade 8

Status - Full Time

Contract Type - Fixed Term Contract

Salary Grade Range - £22,599 - £24,546

Working Hours - 37.0 Hours per Week

The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.

The Role

The Joint Transport Service for Sussex & Surrey Police provide transport solutions to support frontline Policing in Surrey and Sussex. We are looking to recruit an additional administrator to join our support staff in our Fleet Administration Team covering a wide range of duties and expertise.

This is a Fixed Term 9 month Maternity Cover contract

Key Responsibilities

1 - The Post Holder is responsible for ensuring that all data related to drivers, vehicles & equipment data is uploaded into the various JTS data solutions, in a timely and accurate manner.
2 - The Post Holder will be expected to compile / work with large data sets, both numerical and text, creating and exporting information, graphs and reports to JTS management, staff and other stakeholders.
3 - The Post Holder will proactively create and analyse workshop, vehicle and driver information. They will be expected to provide robust challenges to managers and system users when required; they will prepare outputs and present results in an appropriate manner.
4 - The Post Holder will manage the Notice of Intention to Prosecute (NIP) and other such charges so that the local management can use any exemptions in a timely manner. Any driver performance issues will be identified, and forwarded for subsequent action, as well as dip testing the common treatment of general incidents.
5 - The Post Holder will register and de-register all vehicles onto the fleet with DVSA, local council exemptions, Dart Crossing and fuel cards. Assisting the Vehicle Equipment Officer with the disposal administration while ensuring the financial figures are accurate and balance against expectations.
6 - The Post Holder will collate and review engineering work orders and equipment servicing plans to assist Workshop Managers in servicing, maintaining and repairing the fleet and associated equipment in the required period. Ensuring all the documentation is stored and managed In Accordance With the Forces data retention policy.
7 - The Post Holder will ensure all engineering work orders are completed; to enable timely and accurate billing to the correct budget holder or customer organisation and payments received.
8 - The Post Holder will provide general administration, reception and filing when required to do so.
9 - The Post Holder will provide Prince 2 “Project Management Support” to JTS Project teams when required.
10 - The Post holder will be responsible for monitoring the spare vehicle fleet and ensuring users are charged in a timely and accurate manner.
11 - To undertake all such other duties to the grade and character of work as may be required, including the specific duties similar work or lesser graded posts.

Skills & Experience
- Educated to GCSE level including Math’s & English or equivalent
- Proficient in Microsoft office products (Word, Excel and PowerPoint)
- Office Administration role
- Good interpersonal skills
- Good written and verbal communication skills
- Good problem solving and analytical skills
- Experience of interpreting data using advanced functionality in Excel, inc. pivot tables.
- Excellent planning and organising skills with the ability to work accurately to deadlines
- Ability to meet conflicting demanding deadlines
- High level of self-motivation with the added ability to prioritise, plan and manage own day to day workload with mínimal supervision
- Resilient with the ability to challenge issues, identify solutions and to see them through to resolution
- Flexibility to travel between sites

Further Information

For any further information please contact Kelly Butler on 07967 987426

Additional Information

This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.
- vacancies in collaborated units are available to all officers and staff across both Forces
- vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally. If the vacancy is advertised externally and an officer or member of staff from the other Force is success it will result in a transfer of employment.

Diversity Statement

We are only as good as our people. It's really important that our officers and staff can be themselves in the workplace and we know that as an organisation we'll grow from the variety of thinking, approach and skills that diversity brings; all of which help us deliver a better policing service. We strive to ensure how we deliver our services, provide