Fleet Administration Assistant

Avon Fire & Rescue Service; West of England; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

25 days annual holiday

Electric Vehicle Salary Sacrifice

Cycle to Work

Welfare and Wellbeing services

Staff Networks

Westfield Health Supplementary Health

Job summary

Avon Fire & Rescue Service is seeking a Fleet Administration Assistant to provide reception and administrative support in the Fleet Department at the Technical Centre. You will maintain accurate information across asset and fleet management systems and assist in reporting and budgeting activities for service contracts.

The role includes data entry, producing schedules, handling invoicing, and contributing to improvements in IT/management recording systems while ensuring health and safety

Qualifications

• Provide reception and admin support within Fleet Department.
• Maintain accurate data across IT management systems.
• Generate reports for budgets and service contracts.

Responsibilities

• Input information into Asset and Fleet Management Systems.
• Publish work programme and service/maintenance records.
• Generate productivity reports and record budget data.
• Record accidents and support insurance/repairs processes.
• Invoice service contracts and provide necessary documents.
• Improve IT/management recording systems and train staff.
• Ensure quality audits and identify issues early.
• Assist in vehicle repair and maintenance programme.

Skills

Reception duties

Data entry

IT system knowledge

Budgeting basics

Reporting

Tools

Asset Management Systems

Fleet Management Systems

Job description

As our Fleet Administration Assistant you will provide a reception service and administrative support to the Fleet Department, within the Technical Centre.

You will also assist in maintaining accurate information held on the various IT management systems used within the department.

Some of the things you will be doing

• Responsible for inputting information and maintaining accurate data on the Asset and Fleet Management Systems.
• Publish the scheduled work programme and record scheduled servicing requirements, work carried out and expenditure for all operational equipment.
• Generate productivity reports and record budgetary information relating to different service contracts/clients to assist with budget control.
• Record accident details to facilitate any investigative work required and the processing of insurance claims and repairs of all operational equipment.
• Responsible for invoicing service contract clients for all work undertaken on their behalf. Provide relevant information, test certificates and other documents as necessary.
• Assist with developing improvements to the IT and management recording systems and help ensure they are implemented correctly to support the efficient collection, analysis and reporting of information. Provide guidance to staff on the use of the Asset and Fleet Management Systems.
• Ensure quality audits are undertaken, so standards can be assessed and maintained, and that any problems are identified at an early stage.
• Assist in the management of the Service’s frontline Fire Appliance and ancillary vehicle repair and preventative maintenance and inspections programme
• Provide a reception service, dealing with telephone calls and personal callers, together with answering routine enquiries and taking messages to facilitate the efficient and effective operation of the Centre and to project an appropriate corporate image.
• Undertake health and safety risk assessments for the Centre and conduct weekly fire alarm testing and recording as required. Maintain awareness of Health & safety regulations.
• 25 days annual holiday (plus public holidays) rising to 29 days after 5 years, and 30 days after 10 years of service
• Electric Vehicle Salary Sacrifice Scheme
• Cycle to Work scheme
• Welfare and Wellbeing services
• Staff Networks
• Access to Westfield Health Supplementary Healthcare package.

With effect from July 2023 legislation was amended to enable all Fire & Rescue Services to undertake standard DBS checks for all employees. All job roles require a standard DBS check, with certain defined roles requiring an enhanced check. These will be renewed throughout employment.

Avon Fire & Rescue Service is committed to securing equality of opportunity. We welcome applications from all members of our community who are currently under-represented at Avon Fire & Rescue Service, particularly women, Disabled people and members of ethnic minority communities.

Additional reading

It is important for you to familiarise yourself with our work at Avon FRS and the framework we follow. Please see some resources below for you to read and explore: