Fleet Management Systems Support Manager

John Lewis Partnership; Bracknell; Hybrid; GBP 36,000 - 44,000; Full time

Job summary

John Lewis Partnership seeks a proactive FMS administrator to be the first point of contact for Fleet Management Systems users. You’ll manage user access, conduct training, and ensure DVSA/GDPR compliance across the business.

Hybrid working with a mix of office and home-based days, roughly 3 in the office. The role involves data integrity checks, reporting, and collaboration with Central Transport to maintain compliance and data security.

Qualifications

• In depth knowledge of Fleet Management Systems (FMS) and data handling.
• Ability to analyse data quickly using Excel or Google Sheets.
• Proven track record leading projects from conception to completion.

Responsibilities

• Manage all user setups within FMS and handle reset/access requests.
• Provide day-to-day user support and escalate to CT Support Manager as needed.
• Test data integrity across FMS and ensure retention of relevant data.
• Ensure data management across Central Transport aligns with retention policies.
• Provide data analysis as directed by CT support manager.
• Oversee Earned Recognition reporting and escalate system issues.
• Challenge and oversee workshop/commercial locations regarding ER submissions.
• Guide CT Partners on GDPR and keep current with updates.
• Identify efficiencies and propose changes to CT support manager.
• Carry out project work and administer training needs across FMS.

Skills

Key2 System

Excel/Sheets

Project leadership

User profile maintenance

Tools

Key2 System

Job description

About the role

To be the first point of contact for users of all Fleet Management Systems (FMS) ensuring all users are able to access relevant areas and all necessary user limits are adhered to. Carry out training on FMS for all users across the business. Carry out periodic reviews of access and data management to ensure all guidelines for DVSA compliance and General Data Protection Regulations are met. Provide oversight and challenge across the Central Transport team regarding compliance reporting and ensure all relevant documents are present and accurate.

At a glance

Salary range: The expected salary for this role is £40,000 per annum,, depending on skills and experience

Contract type: This is a 12 month Fixed term contract, internally known as a Secondment

Working pattern/flexible working: The Partnership has adopted a hybrid working approach, meaning you'll be able to work a mixture between the office and home based upon your personal needs, whilst balancing the needs of the business. We typically aim for around 3 days a week in the office

Hours of Work: 35 hours per week

Location: Bracknell, Central Transport, which will include occasional travel to other sites.

• Responsible for all user set ups within Fleet Management Systems (FMS) and fielding all reset and access requests. Ensuring the level of access is appropriate and secure.
• Provide day to day support to all users of FMS and be the first point of contact to users of systems outside Central Transport (CT). Escalate to CT Support Manager and Partnership IT as appropriate.
• Responsible for the periodic testing of data integrity across FMS, ensuring only data relevant and necessary is retained.
• Responsible for the periodic testing of data management across Central Transport, ensuring that all areas are managing the retentions of their documents and any required are secured and disposed of in an appropriate manner when no longer required
• Provide data analysis as required and directed by CT support manager
• Oversee the production of Earned Recognition (ER) reporting and elevate any system issues to Jaama support as necessary
• Provide appropriate challenge and oversight to our workshop and maintenance locations regarding the completion of compliance jobs within FMS ensuring the accurate submission of our ER
• Understand and provide guidance on General Data Protection Regulations to CT Partners and keep up to date with any changes or updates to regulations.
• Identify efficiencies across systems and highlight opportunities for changes to CT support manager.
• Carry out project work as directed by the CT support manager
• Collate and administer training needs across FMS and carry out training as directed by CT support manager

Qualifications and Experience skills you’ll need

• In depth knowledge of the Core Key2 System and Electronic Driver Services Portal
• Ability to analyse data quickly and effectively using Excel or Google Sheets
• Demonstrated ability to lead projects from conception to completion, taking ownership and driving the implementation of necessary changes.
• IT literate and experienced in managing user profile maintenance.

Desirable skills

• Experience of delivering technical training to all levels of user.
• An understanding in Compliance with Commercial Vehicles

The partnership

We're the largest employee owned business in the UK and home of our cherished brands, John Lewis and Waitrose. We're not just employees, we're Partners, driven by our purpose to build a happier world. As we look to our future, there's never been a more exciting time to join us.

We're ruthlessly focused on being brilliant at retail. We continue to innovate, adapt and diversify. Never Knowingly Undersold on price, quality and service in John Lewis and passionately serving food-lovers in Waitrose.

As Partners we all share the responsibility of ownership and in its rewards. We use our voices to contribute to our success, working together through the good and challenging times, holding true to our behaviours and treating everyone with kindness and respect.

We all own making the Partnership somewhere we belong. Embracing our differences and creating an environment where we're free to be ourselves and can THRIVE. Growing ourselves individually, and as a collective.

As Partners, we make all the difference. And, we all own it.

Important points to note:

It's important to note that some of our roles are subject to pre-employment vetting (which may include DBS checks for successful candidates). If required, you'll be informed and provided with information about vetting during the recruitment process and we encourage you to complete any vetting documents quickly to avoid delays. Any DBS checks required will be carried out by a third-party registered body and financial probity checks may also be required for some of our roles.

We want all of our Partners to have a good work-life balance and we support flexible working. This might mean flexible or compressed hours, job sharing or shorter hour contracts, where possible. Please discuss this further with the hiring manager during your interview.