Individual Role – Unique Characteristics
This document is to be used in conjunction
with the general role profile
Directorate
Safer and Stronger
Unit
Job title
Role Profile Level
Date
Fleet Management Team
Fleet Technical Coordinator
BS4S
November 2013
Purpose
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To organise resources and provide information and business administration
support to internal and external customers of the Fleet Services Technical
Team in the Safer and Stronger Directorate.
To liaise with internal Council user departments reference their vehicle
replacement requirements.
Key responsibilities
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Initiating and managing the teams vehicle procurement administration
activities, to include producing tender documents, issuing them and receipting
them
Collating and advising on vehicle tender request enquiries from other
directorates and external customers,
To initiate the vehicle procurement process with the user departments based
upon the vehicle replacement programme
When required carry out in depth research into suitable replacement vehicles
looking at improved technology and efficiency.
Sign off Tranman purchase orders.
To attend meetings with or on behalf of the Fleet Technical Manager to
discuss future needs and requirements for vehicles
Arrange demonstrator vehicles.
Provide administrative support to the senior Managers and the finance officer.
Administer the Councils fleet Management software system (Tranman)
Deal with visitors, answering the phone and incoming/ outgoing mail.
Administer booking systems for vehicle maintenance programme.
Start the vehicle whole life process initiating creation on Tranman and the MID
Administer the general setting up of users and initial training in the day to day
use of Masternaut.
Create service schedules
Develop procedures and processes for vehicle procurement. Update forms
and necessary paperwork, and to monitor these processes.
Provide information as and when required for Fleet business projects.
Assist the Fleet Technical Manager with the monthly O licence compliance
audits, and to compile results for inclusion into a report to the Fleet Manager.
Using the Council procurement system, book travel and accommodation and
stationery supplies for use in the service
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Complete photocopying, faxing, document collation to meet business needs
Update the relevant parts of the Council and Fleet websites as required
Undertake basic research to assist team members / Directorate Management
Team.
Word processing, document control and administration of shared documents
Staff Management Responsibilities
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Assisting and advising colleagues by providing ongoing advice about the way
to do the work
When business requirements necessitate, manage the Business Support
Admin Team (x 3) and also if required train new staff on the Fleet
Management systems.
Resources Responsible for
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Security - Access to the building to show visitors to secure areas of the
building
Financial / money – process financial transactions, e-procurement, maintain
petty cash and postage systems, process orders and invoices, manage the
proceeds from vehicles sold at auction and appropriate to the correct location.
Equipment – ICT equipment, receipting of stores
Job Working Circumstances
A. Emotional Demands
The postholder will be regularly exposed to minimal emotional demands.
B. Physical Demands
The postholder will be occasionally required to exert a modest level of effort
C. Working Conditions
The postholder will work in a generally acceptable environment and work
situations with minimal impact.
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Individual Role – Person Specification
Directorate / School
Unit / Team
Job Title
Job Family Role Profile Level
Date
Post Group Number
(to be added by Pay and Reward team)
Safer and Stronger
Fleet Management Team
Fleet Technical Coordinator
BS4S
November 2013
6084
Essential
Desirable
Qualifications NVQ level 2 in administration
or similar or equivalent
experience/qualification
RSA Level 2 or equivalent
word processing qualification
ICT qualification (ECDL or
equivalent
experience/qualification)
CIPS Qualified (or working
towards)
Management Qualification
Knowledge
An understanding of
Procurement
Administrative systems -.
Knowledge and understanding
of health & safety issues in an
office environment.
Knowledge of Fleet
Management activities
Knowledge of vehicle
procurement activities Vehicle
specification creation / Tender
Preparation and Tender
receipting
Knowledge of e5 and CCC
Contract Procedure Rules
Relevant
Experience
Extended experience of
working in an office
environment
Track record of high quality
customer service
Competent use of Microsoft
Office packages, Word, Excel,
PowerPoint, Outlook or similar
packages.
Organising work loads of both
own and others
Fleet Management
Website administration
Experience of working within a
public sector setting.
Preparing vehicle procurement
documents
Skills
Ability to achieve tight
deadlines on essential
workloads
Ability to pull-together a teams
work output into one coherent
piece of work
ability to keep a team of
people focused and on-track to
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Managing or
Supervising a team
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achieve an outcome. Good
Project Management skills
Ability to develop and maintain
accurate systems. Good
organisational skills
Good communication skills
with a range of people
The ability to use initiative,
make decisions and to work
under the minimum of
supervision.
Excellent organisational skills
with attention to detail
Ability to deal with sensitive
issues and maintain
confidentiality.
The ability to prioritise own
workload work and work to
strict deadlines.
Ability to undertake and collate
information and data.
Ability to deal with and
respond to enquiries, where
appropriate, on behalf of the
managers.
Ability to be flexible and be
able to work under pressure.
Ability to learn new skills and
utilise to maximum effect
Self motivated, diplomatic and
adaptable to a fast changing
environment
Other
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