Fleet Support Administrator

NHS; East Grinstead; On-site; GBP 25,000 - 35,000; Full time

Job summary

A health service organization is seeking a Fleet Support Administrator to manage vehicle logistics and documentation. Responsibilities include processing leases, managing insurance claims, and ensuring effective communication with stakeholders. Candidates should have relevant experience in an office setting, strong computer skills, and a commitment to confidentiality and professionalism.

Qualifications

• Educated to GCSE/'O' Level standards with grades 4-9 in 5 subjects including English/Maths.
• Minimum 3 years' experience in an office environment with knowledge of administrative procedures.
• Experience in the Health Service or Public Sector in an insurance environment.

Responsibilities

• Manage the operation of the Haydock Regional Logistic Centre Reception Office.
• Process the Trust's leased cars and manage vehicle documentation.
• Attend meetings both internally and with third-party service providers.

Skills

Effective verbal and written communication skills

Organisational skills

Attention to detail

Ability to work independently

Education

GCSE/'O' Level standards including English/Maths

NVQ 3 in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

The Fleet Support Team within the North West Ambulance Service NHS Trust plays an essential role in supporting our front-line clinicians in the management and administration of logistic support functions, assisting to maintain the availability of the Trust's vehicle fleet.

The Fleet Support Administrator's role, along with other team members, involves the operation of the Haydock Regional Logistic Centre Reception Office and actioning of tasks within a variety of work streams including:

• Management and processing of the Trust's leases cars.
• Insurance management and the processing of the Trust's road traffic accidents including accident repair.
• Management of vehicle consumables cards and oversight of expenditure.
• Fuel management, oversight of bulk fuel locations, coordination of fuel cards and EV charge points.
• Management and processing of all vehicle fines.
• Management of all supporting vehicle documentation.
• Daily management of each database and management information system

As well as being a key member of the team, you will be responsible for your continued personal development including staff training and completion of courses as required.

You will also attend meetings and oversee the recording of data, minutes and provide information to support dashboards.

Main duties of the job

Good communication skills both written and verbal, liaison with internal and external stakeholders, attention to detail is vital for this role, along with experience of working to tight deadlines.

Effective team cohesion, ability to prioritise tasks within work stream balanced with supporting team members with their outputs as required.

Ability to follow established processes, advise on Trust policies and utilise standard operating procedures.

Experience of working with computer systems to include Microsoft Office and use of IT packages, web-based systems, and computerised systems in the management of the vehicle fleet.

Ability to effectively operate all aspects of the RLC Haydock Reception Office environment including utilisation and reordering of resources.

Attend regular meetings both internally within the Trust and externally with third party service providers.

Able to work confidently and efficiently with minimum supervision

About us

North West Ambulance Service NHS Trust provides 24 hour, 365 days a year accident and emergency services to those in need of emergency medical treatment and transport.

Our highly skilled staff provide life-saving care to patients in the community and take people to hospital or a place of care if needed.We also provide non-emergency patient transport services for those patients who require non-emergency transport to and from hospital and who are unable to travel unaided because of their medical condition or clinical need.

Alongside the other emergency services, we also work to ensure the safety of the public and treatment of patients in the event of a major incident.

We also deliver the NHS 111 service in the North West. NHS 111 replaced NHS Direct in 2013. This service was introduced to make it easier for people to access local NHS healthcare services in England. It provides non-emergency medical help fast, and is available 24 hours a day, 365 days a year.

Job responsibilities

Please ensure you have read the full Job Description and Person Specification before applying for this role.

The Trust reserves the right to close this vacancy early if a large number of applications are received.

Person Specification

Skills

• Effective verbal and written communication skills when dealing with colleagues and visitors.
• Understands and maintains confidentiality at all times.
• Able to organise and prioritise own workload and use own initiative to prioritise a busy workload, effectively switch between a range of activities and meet demanding deadlines

Qualifications

• Educated to GCSE/'0' Level standards (or equivalent) obtaining levels 4 - 9 in a minimum of 5 subjects including English / Maths.
• NVQ 3 in Business Administration or equivalent experience.

Experience

• Minimum of 3 years' experience in an office environment giving a good underpinning knowledge of office systems and administrative procedures.
• Computer literate with an understanding of all Microsoft packages. -Word, Excel and PowerPoint. Basic knowledge of vehicle terminology/engineering related workshop procedures and insurance legislation.
• Experience of working within the Health Service or the Public Sector in an insurance environment in handling claims and related issues.

Values

• Working together - demonstrate collaborative and inclusive working and challenge behavior that is not inclusive or acceptable.
• Being at our best - professional and adaptable and taking pride in work
• Making a difference - act with compassion, kindness and integrity towards everyone.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.