Vehicle Hire Assistant - Req24787

Job title:         Vehicle Hire Assistant
Salary:            B3 £24,294 - £25,979
Hours:            37 per week
Contract:        Permanent
Location:        York Road Depot, 225a York Road, LS9 7QQ

An exciting opportunity has arisen to join our newly created Vehicle Hire Team to support vehicle and large plant hires required for Leeds City Council. This new team will be part of the Fleet Services Team and will be based at Leeds City Council’s York Road Depot (Leeds 9) although some wider working across the city may be required. This new team will be responsible for managing this process in house, through a framework contract, where it has previously been managed via a broker. 

As Vehicle Hire Assistant you will be managing the daily running and reporting of Vehicle Hire scheduling programmes, ensuring that hired vehicles are correctly procured to remain legally compliant and that all administrative duties are carried out effectively and efficiently.

You will be conscientious, organised, have great interpersonal skills and work well to deadlines.

Leeds City Council is one of the largest employers in the region with over 14,000 employees. We seek to recruit and develop talented individuals who embody our council values and ambitions.

About you

As Vehicle Hire Assistant you will bring to the role:

• Experience of providing administration support and using systems such as word and excel.
• The ability to communicate effectively with staff at all levels across Leeds City Council and from external companies, in writing, on the phone and face to face.
• A problem solver mindset and team player approach.
• Be well organised and be able to produce accurate data reports and information in a timely manner.
• Good knowledge of vehicle types and uses.

You will play a vital role in keeping Leeds City Council’s front-line services moving.

About the role

This role is integral to our Fleet Services provision which is responsible for managing the vehicle fleet needs for Leeds City Council. Duties will include providing support in relation to Vehicle Hire including areas such as hiring of vehicles, providing an over-the-counter service for pick up/drop off of hired vehicles, taking action in relation to hire vehicle breakdowns/issues and associated administration, arranging the scheduled maintenance of hires include planning of dates and maintaining running updates on the status board for jobs in progress.

This role will also be responsible for more hands on elements such as carrying our pre and post inspections of hire vehicles, including refuelling, cleaning and testing.

The successful applicants will be dedicated to achieving high standards of service delivery and customer service.

You should have a flexible approach to work and be able to use your own initiative to problem-solve and meet deadlines. You should take pride in your work and always strive to deliver a high level of customer service.

Applicants should hold:

• A full and current UK category B manual driving licence.

What we offer you

We take pride in offering the best employee experience, with benefits including:

• a competitive salary and annual leave entitlement plus statutory holidays
• membership of the West Yorkshire Pension Fund with generous employer contributions
• a clear career pathway and continuing professional development opportunities
• a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Apply for this job online. Please complete the online application form and upload your CV.

Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application.

If you have any queries or would like an informal chat about the role please contact Carl Brook, General Manager. Call 0113 3781442 or email carl.brook@leeds.gov.uk 

We promote diversity and want a workforce that reflects the population of Leeds. Leeds City Council is ranked 70 on the Stonewall Equality Index 2023. We are also an age-friendly employer, a Mindful Employer and a Disability Confident Leader.

All new Leeds City Council appointments are made subject to the satisfactory completion of a six-month probationary period.

This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa. If you do not have the right to work in the UK and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

 

Job Description

Job Purpose

To provide support to both Fleet Services maintenance and management areas. A key part of this role will be managing the daily running and reporting of Vehicle Hire scheduling programmes, ensuring that hired vehicles are correctly procured to remain legally compliant, that all administrative duties are carried out effectively and efficiently.
Responsibilities for Grade

• Provide support to the Vehicle Hire Function including but not restricted to:
• Booking of hired vehicles for all directorates of the council.
• Provide an over-the-counter service for dropping off and collection of hired vehicles.
• Provide a telephone and email system for hire vehicle breakdowns and issues and any associated administration.
• Assist with the introduction and use of new technology such as the hire booking system.
• Process the scheduled maintenance of hired vehicles, this should include planning of dates and maintaining running updates on the status board for jobs in progress.
• Regularly check and report on hired vehicle services to ensure compliance.
• Work with the Fleet Services workshop team in relation to vehicle availability to ensure hire is undertaken as a last resort.
• Explain all related matters and/or to provide basic training to other staff, using well developed communication skills to undertake this clearly and effectively.
• Carry out all administration and documentation including the preparation, update, closure and archive of all relevant paperwork including carrying out final checks for compliance of paperwork and signatures.
• Carry our pre and post inspections of hire vehicles, including refuelling, cleaning and testing
  Ensure you abide by health and safety requirements at all times.
• Become a Quality, Environmental and Health & Safety Auditor and undertake audits as requested.
• To work collaboratively with colleagues, knowing when to seek help and advice.
• Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
• Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.

The duties outlined are not meant as an exhaustive list and will also comprise any other duties
within the spirit of the post commensurate with the job evaluation outcome for this post.

The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

Qualifications 

• Cat B licence holder.

Essential requirements It is essential that the candidate should be able to demonstrate the following criteria for the post. Candidates will only be shortlisted for interview if they can demonstrate that they meet all the essential requirements.

• Good communication skills, both verbal and written 
• Good IT skills including the use of Microsoft office applications, particularly Excel and Word
• Good interpersonal skills 
• Ability to work within tight deadlines   
• Ability to respond independently to unexpected problems and situation, and organise your own workload, deciding when and how to carry out the work for which you are responsible. 
• Ability to produce accurate data reports and information in a timely manner
• Ability to input computer data and update manual systems.
• Good knowledge of vehicle types and uses
• Have a sound working knowledge of standard IT applications used in an office environment
• Understanding of the councils Equality and Diversity Policy.
• General understanding of the Council’s Customer Care Policies.
• General understanding of an employee’s responsibility under the Council’s Health and Safety Policies
• Experience of providing administrative support
• Experience of using Word and Excel e.g. to procedure letters and data spreadsheets/reports
• Experience of working to diverse/tight deadlines
• Experience of inputting data to both computerised and manual systems accurately

Essential Behavioural & other Characteristics

• Understand and embrace Leeds City Council Values and Behaviours and codes of conduct.
• Committed to continuous improvement in all areas and work towards delivering the Best City Ambition of Health & Wellbeing, Inclusive Growth and Zero Carbon.
• Able to understand and observe Leeds City Council equality and diversity policies.
• Carry out all duties having regard to an employee’s responsibility under Health and Safety Policies.
• Willingness to actively participate in training and development activities. 
• Flexible and adaptable to change to assist other services as required commensurate to grade. 
• Participate in appraisal, training, and development activities.
• Be aware of and comply with Leeds City Council policies and procedures.
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding, equality & diversity policies of Leeds City Council. 
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person.
• The Council has adopted a flexibility protocol and the role will be expected to work within these parameters.

Desirable requirements It is desirable that the candidate should be able to demonstrate the following criteria for the post. Candidates are not required to meet all the desirable requirements however these may be used to distinguish between candidates. 

• QA Auditor trained/experienced
• Knowledge of EMAS
• General understanding of the requirements of the Operator’s licence
• Experience of working in a transport environment

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