Fleet Management Transport Officer

Job introduction

About the role

Principal Accountabilities

1. To manage the on-line operator’s licence system, section 19 permit system and issuing of legal documents to ensure compliance with legal requirements.
2. To manage all payments related to vehicle maintenance and management including the vehicle purchase cost invoices through dedicated council invoicing software.
3. Create and provide complex monthly finance reports for the allocation of charges to internal council teams for workshop maintenance, fuel, telematics, Taxation and leasing.
4. Carry out extensive exception reports and the control of documents for MOT’s, LOLER, RFL and servicing – updating systems.
5. Management of the road taxation of the council fleet using purchasing cards ensuring compliance with council policy for purchasing cards including record keeping for audit purposes.
6. To manage and develop the main fleet management databases, develop new Tables, Reports and Queries.  Ensure that the fleet management databases are accurately maintained in terms of vehicle, additional equipment, location, cost centre, key contact, supplier information, manufacturer terms and driver/user details as appropriate.
7. Management of fuel and fuel cards; record and highlight fuel spend exceptions. Forward and manage these exception reports with other managers.
8. Management of enforcement charges and driving offences across the council and appeals. Complete all relevant paperwork for BHCC, Police and statutory organisations.
9. Control of leasing contracts and short term hire agreements. Working with our appointed agents, update and record short term hire, to set up a generic on and off hire document. To be able to interpret short term hire activity and offer longer term solutions where appropriate in order to find the most cost effective practice.
10. Project manage various systems and installations i.e. project managing bunkered fuel tanks installation, systems management and contingency planning.
11. Manage accident and incident management, recording, reporting and assisting the Insurance department in achieving a reduction in third party claims.
12. To liaise with all key contacts and give expert fleet and transport management advice in a courteous manner ensuring that our customer care policy is adhered to at all times.
13. To manage all documents in away that meets GDPR requirements
14. To manage all drivers’ hours via Vision and liaise with Operational Management on infringements.
15. To maintain driver licence checks for every council member of staff who drives a council vehicle, ensuring all checks are correctly charged to the relevant service.
16. To ensure all relevant driving information is collected and retained correctly.
17. Arrange medical for HGV drivers and ensure all licences are compliant.
18. Schedule and maintain driver CPC training for all drivers that require it.
19. To manage all payments related to CPC training, Driver licence checks and driver compliance is processed through dedicated council invoicing software and correctly recharged.
20. Carry out extensive reports and control of documents for Heads of Departments and Operational management regarding driver behaviour and compliance of driving hours rules including working time directive – updating systems in the process.
21. Support the other Fleet Officers in their roles being able to cover when absent.

As part of your application, you will need to upload your CV and a supporting statement. Your supporting statement is the most important part of your application as it will be used in the shortlisting process to assess whether you meet the essential requirements for the role that are set out in the person specification and to decide whether you should be offered an interview. Before you start your application, please read our guidance here (CV guidance (brighton-hove.gov.uk) and Supporting statement guidance (brighton-hove.gov.uk)) as this gives important advice which will increase your chance of success in the shortlisting process.

Additional information

Company information

Encouraging a diverse workforce

Our city is known and loved for its diversity. Not only is the mixture of people, culture and skills vital to the economic and social development of the city, it's what makes Brighton & Hove such a great place to live, work and visit. We are committed to developing and retaining a workforce that is representative of the diverse communities we serve so we welcome applications from individuals from all backgrounds. In order to achieve our aims of proportionate representation, we particularly encourage applicants from a BME or White Other background as well as those who identify as disabled, male or trans.

Find out more about our commitment to being a fair and inclusive place to work where everyone can achieve their potential by reading about our fair and inclusive actions, our anti-racism strategy and the work we are doing to encourage a diverse workforce (brighton-hove.gov.uk).

We welcome applications from all sections of the community but particularly encourage applicants from a BME or White Other background as well as those who identify as disabled, LGB, female or trans as these groups are currently under-represented in our Directorate workforce.