Fleet Manager

Job Title: Fleet Manager

Band: 7 - £21.31 per hour

Department: Finance, Procurement, Estate and FleetDepartment

Location: Knockbracken Healthcare Park, Saintfield Road,Belfast

Hours: 37.5 hours per week: 9AM-5PM, Monday – Friday

Duration: 6 months

Job Summary:

The Fleet Manager will be the in-house expert for the Trust'svehicle fleet, vehicle-based equipment, and staff uniforms.

The post holder will be required to collaborate widely withStakeholders both internally and externally to ensure compliance with relevantlegislation, standards, and guidance. The post holder will:

·Be responsible to the Director of Finance forthe delivery of a quality service in transport, staff uniform and patientlifting and handling equipment provision.

·Responsible for the planning, deployment, andallocation of high value fleet resources regionally in such a way as to secureoptimal performance and the achievement of section’s financial and operationaltargets.

·Responsible for the regional deployment ofPatient Lifting & Handling equipment to meet operational demand.

·Responsible for the management, allocation, andavailability of staff uniforms on a 24/7 basis. Ensure both local and regionalstock levels are maintained minimising staff downtime through uniform supply.

·To manage all projects in relation to Fleet,patient handling & lifting equipment and uniform using project planningtechniques.

·The effective and efficient procurement of vehicles,uniform, and patient lifting & handling equipment, within allocated budgetlimits.

·Lead on the Trust’s strategy to transition to anet zero vehicle fleet. Identify emerging environmental and sustainablesolutions suitable for the transport requirements of the Trust.

·Be responsible for the effective and efficientday to day deployment and management of staff and resources within the FleetDepartment including the in-house fleet workshop operation.

·Effective deployment, management, and monitoringof external suppliers and sub-contractors as necessary to represent theinterests of NIAS and ensuring Value for money.

·Be responsible for oversight of all scheduledand non-scheduled maintenance for vehicles and patient lifting & handlingequipment regionally.

·Lead and be responsible for the vehicle fleet,plant, patient lifting and handling equipment meeting all statutoryrequirements and applicable national or European standards.

·Ensure uniform procured by the Trust is fromethical and sustainable sources.

·Be required to manage and monitor all relevantfleet, equipment & uniform contracts, including clinical waste, domesticwaste, and confidential waste, with significant financial responsibility.

·Lead on all technical training requirements forfleet and patient lifting and handling equipment.

Duties/Responsibilities:

Setting Direction

·Act as the Trust expert fleet lead officer forwaste management, environmental management, energy management, andsustainability for the Trust.

·To prepare reports and provide advice as thetechnical expert within the Trust in relation to fleet. Lead the strategicplanning process and the policies and procedures with regards to Fleet, Patienthandling equipment and uniform.

·Lead on the development, implementation andreview of corporate strategies, policy and procedures for the vehicle fleet,vehicle-based equipment and staff uniforms, reflecting all current and new legislation.

·Lead the development, implementation and reviewof environmental and sustainability strategies, policies and procedures inrelation to Fleet within the Trust.

·Lead on the governance, risk management andassurance arrangements relating to Fleet, Patient Lifting and handling equipmentand staff uniforms.

·Maintain and use specialist knowledge toinfluence the Trust’s long-term strategy including agreeing/setting asset lifeexpectancy and emission targets.

·Proactively lead on implementing change in accordancewith legislation and best practice.

·Develop and create a positive corporateenvironmental image reflecting objectives for a net zero fleet and ensuringcontractors have the same ethos.

·Advise the Trust and procurement advisors on theselection of products from sustainable resources, therefore, encouragingcontractors and suppliers to become environmentally orientated.

·To develop a green transport plan as part of theTrust’s environmental strategy.

·To lead on the communication of complex fleetmanagement, environmental and sustainability information to a range ofprofessionals and others within and outside of the trust including theDepartment of Health, other NI health Trusts and other UK ambulance serviceswhen required.

·To manage all vehicle & equipment projects.Oversee and provide technical input and support to projects involving vehiclesand equipment that will involve changes or modifications to the vehicle fleet.

·To plan and manage the work of the assistantFleet Manage and other staff assigned to fleet, equipment and inform includingthe in-house vehicle workshop staff.

·Be responsible for the retrieval, downloadingand security of highly sensitive CCTV images from on board the vehicle CCTVsystem.

·To provide complex telemetric data and CCTV to assistwith police investigations and legal representatives in relation to operationalactivity of NIAS of vehicles.

·To represent NIAS in Court with regards to roadtraffic collisions and as the technical expert in relation to technical mattersassociated with Fleet & patient handling and lifting equipment.

·To provide complex data, CCTV and maintenanceinformation to defend litigation relating to Fleet, Patient handling equipmentlegal cases.

·To identify, resource and plan training anddevelopment needs and opportunities for staff within the section.

·To liaise with Operations Management as requiredin order to identify vehicle/plant requirements, and to proactively monitormarket trends and technological advancements to this end.

·To establish safe systems of work and to ensurethat all work is carried out with due regard to Health & Safety legislationand best practice.

Service Delivery

·Provide specialist advice to all levels of staffacross the Trust in relation to Fleet, Patient Lifting & Handling equipmentand Uniform.

·Ensure compliance of all vehicles, equipment,and uniforms.

·Monitor/manage energy/fuel consumption withinthe vehicle fleet. Undertake complex analysis, set consumption targets andmonitor/report on progress.

·To ensure risk assessments are carried out forall associated tasks relating to Fleet, Patient Lifting & Handling equipmentand Uniform.

·Develop emergency response and businesscontinuity plans to ensure the service can maintain a state of emergencypreparedness.

Development & Innovation

·Horizon scan for the latest thinking anddevelopments and proactively work with collegues to ensure appropriate integrationof the Trust.

·To procure new technologies to improve fleet& equipment reliability and provide a safer environment for service usersand staff.

Statutory Requirements & Quality

·To ensure all vehicles and patient handlingequipment meet current legislation including annual vehicle inspections andTail lift LOLER examinations.

·To provide assurance and governance for all newfleet assets entering service in relation to quality build standards and safetystandards including vehicle construction in use and CEN1789-2020.

Performance Management

·To be responsible for the Annual fleet reportincluding KPIs for the different vehicle types of possible savings and howthese will be achieved/where improvements need to be made.

·Advise on best practice and benchmarking onfleet, equipment, and uniform issues including attending regional and nationalforums, implementing learning.

·Establish robust baseline data for the vehiclefleet, undertake complex analysis and judgements to enable reporting throughthe Trust’s reporting governance processes.

·Ensure performance issues/ non compliances orraised/ escalated to the appropriate internal/ external forums, includingregulatory bodies, if necessary.

·Develop and implement audit processes in orderto identify deficiencies in current systems on methods of improvements.

·Ensure that appropriate systems are kept up todate and accurately reflect the Trust’s environmental performance in relationto national legislation and targets.

·Compile action plans where necessary andimplement in collaboration with area management teams on a regional basis.

Procurement & Contract Management

·The effective and efficient procurement ofvehicles, uniform and patient lifting and handling equipment, with allocatedbudget limits.

·Responsible for the contract management of allfleet, patient lifting and handling equipment and uniform related contracts ona regional and national level.

·To be responsible for the development of Tender Strategies,Service Specifications, Selection and Award Criteria, Tender Evaluation Methodologies,and Tender Debriefings for both Trust contracts and regional contracts.Ensuring contracts are procured competitively and contractors abide by the PublicContract Regulations and Economic and Financial standing.

·To review under bright complex technicaldocuments and specifications for fleet projects and regional contractspecifications for all fleets related procurement. These include high valuecapital purchases, vehicle maintenance frameworks, vehicle insurance contracts,national tyre contracts, national windscreen contracts, regional accidentdamage contract.

·To lead and be responsible for all fleet,patient lifting and handling equipment and uniform procurement for NIASregionally (in liaison with the dept procurement professionals) and representNIAS on national contract tendering exercises. Ensuring all technicalrequirements are met and costs are in line with the designated financialbudgets.

·Responsible for the overall management andavailability of vehicle fuel for trust vehicles regionally. Ensure operationalvehicles can access fuel utilising both external fuel outlets and in-housebunkered fuel site. Manage field card allocation, usage on security againstpotential fraudulent use. Provide assurance reports to directors and all fuelpurchases.

·Conduct regular contract meetings to ensureservices are maintained at a high standard, review KPI, operational issues,service performance, targets ETC.

·Responsible for arranging and managing supplierservice level agreements to manage supplier performance.

·To ensure all contractors have a Business Continuityand Disaster Recovery plan to ensure services are continuous during abnormalcircumstances.

·Responsible for the audit of contractors’facilities to ensure all staff and equipment waste categories are treated/recycled/ recovered/ disposed of in accordance with the contract specificationon their licences/ permits.

·Provide information on statistics relating towaste production on prevention to other directorates to be included withinother directorates business cases and tender specifications.

Collaborative Working

·Liaise and consult with regulatory, professionaland other relevant bodies to promote UN share best practise, and to maintain anawareness of current and future guidance and legislation.

·Contribute to regional and national professionalmeetings and initiatives when appropriate.

·Develop and lead staff engagement programmes anddrive behaviour change.

·Develop effective working relationships ProcurementManager and Project Managers in the development and implementation of the ManagementSystem.

·Work with the health, safety and security teamto ensuring staff have safe systems of working, appropriate training andadherence to legislation is upheld.

·Develop action plans as necessary.

·To participate in committees and working groupstaking a lead role fleet, patient lifting and handling equipment and uniforms.

Financial & Resource Management

·Be responsible for the capital expenditure forfleet and equipment in-line with the Trust's five-year fleet replacementbusiness case.

·Control and manage both capital and revenueexpenditure assigned for the vehicle fleet, patient lifting and handlingequipment and uniform regionally and maintain the personnel, vehicle andequipment costs in line with the designated budget.

·To review, forecast, negotiate, define anddeploy the NIAS capital programme vehicle funds to optimal effect, in liaisonand with senior management.

·The post holder will be responsible for timelypayment for all fleet, patient handling equipment on uniform invoices oncharges in line with the Trust’ Trust standing orders, standing financialinstructions on tendering/ contract procedures.

·The post holder will be the Trust’s technicalexpert in relation to vehicles and patient lifting and handling equipment andwill be responsible for approving and authorising all repairs exceeding £1000regionally.

·Contribute to reducing the operating costs.

·Ensuring that all projects are managed accordingto best practise project management standards to ensure timely completion onthe value for money.

Risk Management, Governance &Assurance

·To collate information to provide internal andexternal assurance including financial, quality/ statutory compliance, relatingto the fleet equipment and uniforms.

·To lead on the development and presentation offleet, equipment and uniform matters.

·Ensure accurate and timely investigation of allrisk incidents in relation to fleet, equipment and uniforms providing advice inorder to develop measures to prevent recurrence.

·Ensure the compliance of the Controls Assurance Standard(or replacement process), pertaining to fleet and equipment and closing out anynecessary action plans to maintain a high standard.

·To be responsible for the initiation of a fleetrelated specialty grips. With membership from representatives from alldirectives to establish continual improvements with vehicles, driving standards,fleet management, compliance with legislation Trust policy and procedures, andreducing the Trust’s environmental impact.

Training

·plan, develop undelivered corporate widetraining programmes for fleet, equipment and uniform management (both onlineand face to face), to include, best practise, considering IPC/ health andsafety requirements.

·To be responsible for the renewal of anytraining documentation and information after the introduction of newlegislation, audits or risk assessments.

·To develop training programmes.

·To ensure training is recorded in line withcorporate requirements.

People Management & Development

·contribute as an effective member of thedirectorate management team.

·Participate as required in this selection andappointment of staff.

Experience

·Track record of achievement as a leader andsenior manager in large complex organisation.

·Experience of fleet management and associatedprocurement in a fleet of at least 350 vehicles in a complex changing environment.

·Experience of budget planning, financialmanagement and resource management processes, including capital planning.

·Auditing, presenting outcomes in reports andproducing action plans.

·Negotiating with external consultants and/orcontracts, exchanging specialist information.

If you would like to be considered for this role or findout more, please email me your CV now by clicking on the link and I will be intouch. All details are treated in the strictest confidence.

If this role isn't quite right for you butyou would like to look for a new opportunity, please get in contact with us.

Applicants must ensure their CV is accurateand up to date. The CV should include your full employment history inclusive ofdates, all academic achievements and full personal contact details.