JOB DESCRIPTION. Team Leader Fleet Engineering. Environment & Sustainable Communities / Highways. Transport Operations / Vehicle Fleet & Depot

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1 JOB DESCRIPTION JOB TITLE: DIRECTORATE: SECTION: GRADE: Team Leader Fleet Engineering Environment & Sustainable Communities / Highways Transport Operations / Vehicle Fleet & Depot BBCU11 DATE PREPARED: December 2014 REPORTS TO: Service Manager Vehicle Fleet & Depot JOB PURPOSE: Responsible for managing and overseeing the day to day management of the Council s fleet of vehicles, including procurement, maintenance and disposal, to support efficient service delivery, best value and compliance with legal and safety standards. To manage and oversee the operation of the vehicle repair workshop, controlling all workshop activities, including the Authority s DVSA Testing Station and the management of the Taxi and Private Hire Vehicle examination / licensing operation. MAIN ACCOUNTABILITIES: Responsible for managing and overseeing the day to day management of the Council s fleet of vehicles, including procurement, maintenance and disposal, to support efficient service delivery, best value and compliance with legal and safety standards. To manage the vehicle repair workshop on a commercial basis, controlling all workshop activities, in order to: Maximise efficient use of available facilities and resources; Minimise vehicle costs to in-house service providers; and, Maximise external market potential for income and profit. To establish quality control systems for workshop activities, including vehicle/plant/ equipment repair and maintenance and MOT testing to ensure compliance with all relevant standards and regulations, including PUWER. To develop effective maintenance schedules, annual testing of vehicles and plant, programme maintenance and the statutory inspection of the workshop and all associated specialist equipment as appropriate. To assist with the development of the long term policy and plan (over 10 years) for the replacement of vehicles, plant and specialist equipment including financial forecasting, budgetary planning and provision, providing the Service Manager Vehicle Fleet & Depot with recommendations regarding the specification, replacement and disposal of vehicles and plant. Responsible for the procurement of vehicles and plant, in accordance with the agreed plan, and services (such as vehicle/plant repair and maintenance) to ensure maximum efficiency.

2 This includes preparation of contract specifications and issuing tenders in accordance with Financial Regulations and EU Procurement legislation. To be the Council s nominated lead officer in respect of the Amey Fleet maintenance contract, managing all aspects of the 400k contract, including contract monitoring, performance and dealing with any contractual disputes which may arise (until April 2016 when the contract expires). To provide advice and recommendations to other sections / departments regarding vehicle purchasing decisions, as required by the Service Manager Vehicle Fleet & Depot. Monitor, and approve financial expenditure on materials and hired equipment sourced through external suppliers. To provide support in relation to the purchase and maintenance of spare parts stock, tyres and consumable items. To oversee and manage the operation of the Authority s DVSA Testing Station, ensuring that procedures comply with the Regulations, including management of the Taxi and Private Hire Vehicle examination / licensing operation. To manage the examination and approval of vehicles to be purchased under the Authority s car loan scheme. To manage the vehicle repair & maintenance budget, including meeting income targets from both internal and external customers. To manage the vehicle workshop Mechanics Team, including: Responsibility staff behaviour and discipline, where appropriate the issuing warnings in accordance with the disciplinary procedure; Staff recruitment and carrying out employee appraisals in accordance with the Council s Performance Appraisal Scheme and progressing training and development plans; and, Management of staff absence and performance. To deputise for the Service Manager Vehicle Fleet & Depot. To assist the Service Manager Vehicle Fleet & Depot in the provision of: Committee and management reports, in relation to vehicle replacement or any other fleet transport and vehicle related issues; and, Reports following internal/external audits and quality assurance reviews, including written correspondence and reports to enforcing authorities. To manage and develop procedures for the recording, monitoring and reporting of KPIs and Government National Indicators. To assist with the promotion of and compliance with all Health and Safety Legislation, including all internal Health and Safety procedures. Carry out all the above duties and responsibilities with due regard to the Council s Equal Opportunities Policy, the Data Protection Act, the Computer Misuse Act and other relevant legislation, as well as the Council s policies and procedures, Standing orders and Financial Regulations. To undertake any other duties as required, commensurate with the grade of the post, as directed by the Service Manager Vehicle Fleet & Depot.

3 DECISIONS MADE: Financial decisions made in relation to: Expenditure on vehicle/plant maintenance and repair costs, including workshop equipment; and, The purchase of vehicles, plant and workshop equipment. Operational decisions based on the effective use manpower resources, facilities, vehicles and equipment, prioritising work load ensuring that front-line and client services are maintained at the required standard. Technical decisions made in relation to vehicle/plant diagnosis, repairs, modifications and the use of external specialist service providers. Decisions based on safe working practice/methods and the implementation of procedures in response to changes in applicable legislation and policy. CONTACTS: Manage and direct staff including qualified workshop mechanics. Report to the Service Manager Vehicle Fleet & Depot and work with and provide support to Service Managers within the Council. Provide support and guidance to the Service Manager Vehicle Fleet & Depot with regard to fleet repair, maintenance and procurement and transport related matters as required. Liaise and respond on a regular basis to enforcing authorities including the Environment Agency, DVSA and Police. Daily contact with a wide variety of suppliers, manufacturers and contractors negotiating service provision, supply of vehicles, equipment and goods including pricing structures, RESOURCE CONTROLLED:(staff managed, budget controlled or budget impacted) Financial: Budget holder for vehicle workshop expenditure totalling over 149k per annum. Budget holder for vehicle spare part stocks totalling approximately 200k per annum. Control annual vehicle/plant maintenance and operational expenditure of approximately 2.86m per annum. Manage and control the external tyre supply and service contract valued at 160k per annum. Manage and control the long term hire, lease and vehicle maintenance contracts with a financial value of 50k per annum, monitoring costs and ensuring external contractor performance levels are achieved and legal compliance maintained. Assist with the development, planning and implementation of the 10 year vehicle / plant replacement programme on behalf of the Authority, with a value of approx. 12m Responsible for the development and promotion of the service to generate external income from the MOT test station. Staff: 1 Senior Mechanic 1 MOT Tester/Mechanic 5 Mechanics

4 Other: Manage the asset provision, control, maintenance, monitoring and disposal of 209 vehicles and 450 items of plant. ORGANISATION CHART:

5 SELECTION CRITERIA The Selection Criteria for the post should include qualifications, relevant experience, skills/abilities and styles/behaviours essential to perform the post Criterion A Must possess the following qualifications: National Certificate of Professional Competence (CPC) Degree or relevant experience Management qualification(e.g. CMS or DMS) Formal mechanical or technical engineering qualification Membership of a professional body qualified by examination including the Institute of Road Transport Engineers, Institute of the Motor Industry, Charted Institute of Logistics & Transport. Qualified Driver & Vehicle Standards Agency (DVSA) Authorising Engineer B Must have suitable experience to demonstrate the ability to maximise the commercial potential of the workshop MOT facility and available resources C Must have managerial experience in a vehicle workshop environment with in depth experience and knowledge of local authority vehicles, plant and equipment, both procurement and maintenance, and the ability to compile technically complex vehicle and equipment design specifications. Experience of managing operations in accordance with all aspects of legislation including: Health & Safety (including knowledge and experience in undertaking detailed risk assessments in relation to workshop activities) and Corporate Manslaughter Road Transport Act Operator Licensing Environmental Protection Act Pollution Control & Prevention Act Construction Design & Maintenance Regulations D Must have vehicle financial, budgetary and costing experience including computerised accounts and management systems, with the ability to maintain tight control over budgets and expenditure. E Must have knowledge of EU procurement legislation and experience of compiling tender documents in accordance with financial procedures and procurement legislation Must have contract and Contractor management skills and the ability to maximise performance and service delivery F Must have analytical judgement to enable effective decision making from a range of alternative options and good decision making skills and the ability to resolve problems under all operational circumstances G Must have the ability to continuously improve the efficiency of fleet operation, instil a culture of best practice, safety and customer service, maximising performance and service delivery. Must also have the ability to optimise fleet utilisation through technology, improving business processes and controls to drive fleet compliance and reduce cost through efficiencies

6 H Must have the ability to influence departmental managers and indirect staff to ensure compliance with relevant policies, procedures and legislation. Must also have the ability to lead, manage and motivate own team members to achieve desired performance and results, and identify training needs, develop staff and initiate appropriate training including the development of vehicle and plant operator training solutions I Must have effective communication skills at all levels both verbal and written including report writing J Must have the ability to plan and implement change whilst maintaining service delivery and demonstrate Forward thinking, prepared to meet the challenges of a changing environment K Must be experienced in the use of ICT systems and software, such as Microsoft Word, Excel and Outlook, and possess good keyboard skills. DBS Check Required (please indicate the legal reason for DBS if in doubt discuss with HR) Work Related Travel (please indicate as appropriate) Health & Safety Risk Assessment (please indicate which are applicable) Not applicable for this post Direct supervised or unsupervised contact with children or vulnerable adults Working within Fostering & Adoption Service (Any post) In a position of authority/trust (Senior Management) Other e.g. auditors, solicitors Not required Ability to travel around the county Provide car for business use (Designated User) Manual Handling activities Regular exposure to mental pressures and demands Visual Display Equipment regular use Exposure to substances hazard to health Exposure to infection Risk of verbal abuse Risk of physical assault Working alone Adverse environmental conditions Use of dangerous machinery Driving PSV/HGV vehicles

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