Operations. Transport Officer OP199. Operations Manager. Administration Officer

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1 Job Description Service Job Title Post No Salary Grade Operations Transport Officer OP199 E Hours 37 Responsible to Responsible for Operations Manager Administration Officer Purpose of Post: To support the Operations Manager in ensuing the Council meets its obligations under its Operators Licence and complies with other statutory obligations relating to its fleet and plant. To be responsible for a number of key functions of the transport operation including fuel management and analysis; EU Driver s Hours and Tachograph analysis; On-board vehicle CCTV; fleet maintenance cost analysis; driver licensing; carbon reporting and In-Cab Technology. Operate as the systems administrator for a number of software systems used to manage the Council s fleet and plant. Provide general support to the Operations division, undertaking research or project work as required. Main Duties and Responsibilities: 1. To schedule and plan the division s vehicle servicing and MOT s, liaising with the Vehicle Workshop and Operational Supervisors. Book MOT s required, ensuring sufficient funding is available in the pre-paid account. 2. To manage the tax renewals for the Operations Division, raising cheques or paying using the Council s procurement card. 3. To ensure that the Operation Division s vehicle service and repair records and files in both hard copy and electronic formats are maintained and up to date.

2 4. To develop specifications for the procurement of new vehicles liaising with relevant staff. Procure all approved vehicles and plant in line with the Council s procurement guidelines and financial regulations. Identifying procurement opportunities and working with partners to ensure best value. 5. To assist in the development of new specifications for fleet related issues e.g. tyre contract. Assist in the management of such contracts. 6. To manage the process for driver checks, ensuring accurate up to date information is obtained and any issues highlighted to the Council s O Licence holder. 7. To manage and organise the driver CPC training including liaison with the FTA or other provider. 8. To be the systems administrator for the Council s fleet management software system, providing advice and training on the system as required. 9. To manage and update the Council s fuel management system. Providing information from the system as necessary. Providing information on fuel usage as required. 10. Auditing, updating and arranging servicing of plant equipment. Arranging LOLER inspections for climbing equipment. 11. To be the systems administrator for the Council s tracking systems and in-cab technology. Liaising with system providers as necessary, providing training and advice to other users. Provide reports and updates to relevant Supervisors / Managers. Input information into the Council s insurance system to ensure vehicle cover. 12. Analyse fuel usage and maintenance costs of the Council s vehicles, identify opportunities to make efficiencies and provide recommendations for improvements. 13. To attend operational meetings including personnel meetings, taking minutes as appropriate and ensuring confidentiality of information where appropriate. 14. To update Cambridgeshire County Council s Wastedatatool, to ensure all vehicles are validated for the correct waste type and updated annually or as necessary. 15. Provide fleet and driver information to other departments as required for budgeting, insurance and other purposes as required. 16. To assist in the management of complaints, liaising with the Supervisors and Team Leaders, drafting responses and liaising with other departments when required. 17. Research issues on fleet management, driving and other related matters as appropriate. Develop plans, policies and procedures relating to fleet management. 18. Manage the Council s pool car system including dealing with queries from staff, recharging sections for usage, liaising with other divisions as necessary. 19. Assist in rescheduling of work for refuse, grounds maintenance and street cleansing, using specialist software where appropriate to develop proposals. Update round rescheduling software on a regular basis. 20. To undertake service related project work for the division especially in relation to fleet management and related issues.

3 21. Manage and update the street cleansing database, ensuring newly adopted streets are added and schedules are up to date. 22. Assist in the management of other waste management applications such as Operations Waste Management database as required. 23. Update the relevant pages on the Council s website; assist in the development of publicity and promotional information. 24. Provide technical assistance to the Operations Manager, Vehicle Workshop, Supervisors and Team Leaders on fleet management, driving or other operational issues. 25. Plan and co-ordinating the day to day activities of the Administration Assistant and undertake performance appraisal. 26. Conduct all duties in a safe and proper manner, as defined in the Safe Working Practices. 27. Undertake any other duties appropriate to the skill and ability level of the post as directed from time to time. This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within HDC.

4 Person Specification Essential Criteria Desirable Criteria Knowledge, Skills & Abilities In depth knowledge of vehicle Operating Licence legislation and fleet management. Good verbal and written communication skiils. Knowledge of Roadbase fleet management system or other specialist fleet management system. Knowledge of HGV and LGV vehicles. Knowledge of Microsoft office packages including word, excel, access. Ability to input data, create spreadsheets using formulas, analyse data, create databases, create letters, and provide written reports. Good organisational skills. Able to prioritise workloads and complete in a timely manner. Ability to schedule and plan work, in particular vehicle servicing and MOT s. Ability to work as part of a team or on own initiative. Ability to produce accurate work with attention to detail. Project Management experience A flexible approach to working hours. Experience Fleet management administration experience. Experience of updating websites. Experience of supervising a small number of staff. Experience of developing vehicle specifications and procuring vehicles through a range of procurement methods.

5 Qualifications NVQ level 3 qualification in a relevant subject e.g. Logistics Operations Management, Business and Administration, or 3 years equivalent experience in a transport role. Transport Manager Certificate of Professional Competence. Current C class driving licence. Current B class driving licence. Complexity and Creativity Analysis of a range of data relating to operation of fleet and plant, providing regular information on trends and recommendations for further efficiencies. Scheduling vehicle servicing and MOT s for a large fleet of vehicles. Acting as systems administrator for a range of software systems related to the operation of the Council s fleet. Developing new and updating of existing databases. Understanding a range of legislative requirements relating to fleet management. Undertaking a range of research on topics / projects related to Operations. Development of vehicle / plant specifications, undertaking procurement exercises and evaluations. Development and updating of plans, policies and procedures relating to the operation of the Council s fleet. Judgement and Decision Making Prioritise own workload, identifying critical dates in order that the fleet remains in operation and the Council has complied with Statutory requirements. Handling enquiries from a range of internal departments and external organisations. Identifying work for the Administration Officer, prioritising tasks. Contacts (Internal 90%, External 10%) Internal Direct and indirect employees, members and colleagues within the division and other directorates. External Contractors, sub-contractors and other public bodies and organisations. November 2013

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