Vehicle Hire Officer - Req24786

Job Title:       Vehicle Hire Officer
Salary:           SO2 £34,833.96 to £36,648.00
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 manage 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 Officer you will undertake the development, delivery and monitoring required for vehicle and large plant hire for occasional and contracted hire as needed by the authority for delivery of key services. You will provide business reports for all aspects of Vehicle Hire which will in turn support hire decisions and ensure all financial requirements are met.

You will have an eye for detail and be process led; ensuring systems are followed so that check and challenge is undertaken ahead of every Vehicle Hire, enabling both the service and wider authority to be certain that value for money is achieved.

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 Officer you will bring to the role:

• A positive 'can do' attitude and proactive approach to problem solving.
• 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 methodical and structured approach to work, undertaking tasks and managing budgets.
• A business led approach to performance and a good understanding of developing and reporting on key performance indicators.
• A sound financial understanding as it pertains to budget management and reporting, including the use of financial management systems.

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

About the role

These roles are integral to our Fleet Services provision which is responsible for managing the vehicle fleet needs for Leeds City Council. Duties will include; managing a Vehicle Hire system to provide a service to all areas of the council in a cost effective and legally compliant way, and a range of other duties specified in the job description, all required to protect the Operator’s Licence of Leeds City Council and keep vital services operational.

The successful applicants will be dedicated to achieving high standards of service delivery and performance management. As this role works with all types of vehicles, knowledge of Road Transport Legislation and Codes of Practice related to transport operations is needed.

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 high quality standards of work.

Applicants should hold:

• A full and current UK category B manual driving licence.
• NVQ Level 3 in Business Administration or equivalent experience.

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 and the communities we serve. Leeds City Council is an Inclusive employer, ranked 70 on the Stonewall top 100 employers 2023 list. 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 

The post will be to undertake the development, delivery and monitoring of Fleet Services vehicle and large plant hire function for both occasional and contracted, internal and external, providing managerial and usage reports and ensuring all financial requirements are met.

Responsibilities for Grade:

• Development and oversee a Vehicle Hire process to meet customer and service requirements.
• To assist with the management of the corporate Vehicle Hire budget to deliver year on year savings and reductions.
• To manage a Vehicle Hire system to provide a service to all areas of the council in a cost effective and legally compliant way.
• To ensure hire requests are authorised and all relevant data collected prior to booking being placed.
• To liaise with external hire companies to source the best value service, utilising the framework contract.
• Set up and maintain a reporting system to provide management and financial reports and key performance indicators.
• To ensure all vehicles are entered and removed from the insurance and operator licence systems.
• To ensure accuracy of invoices against hire data.
  Management of invoices and recharges utilising the relevant financial management systems.
• Set up and maintain a pre and post hire check system to minimise additional costs.
• To carry out contract management of all suppliers on the hire framework in accordance with agreed deadlines and performance indicators.
• To liaise and communicate with suppliers on the hire framework, including supplier meetings to monitor performance. This will include working with suppliers to consider new areas, potential savings, business challenges and growing supplier relationships.
• To proactively monitor and challenge spend on hire against the forecast and budget, with a view to create savings and deliver value for money where possible, in line with
• To assist the management team in reducing hire costs across the Council, and to maintain a record of any savings achieved through good contract management.
• To assist with the formulation and subsequent implementation, development and monitoring of continuous improvement initiatives.
• Responsibility for continuous self-development and maintenance of high standards for self in order that the post holder may carry out duties in an effective and efficient manner.
• Willingness to abide by the Council’s Equal Opportunities Policy and to carry out all duties having regard to an employee’s responsibility under the Council’s Health and Safety Policies.
• To assist with a range of spend reviews within the service and the calculation and compilation of saving statistics.
• To work as part of a team and to share best practice with colleagues.
• To ensure duties are carried out in accordance with Council Values and Manager Habits.
• To be a Quality, Environmental and Health & Safety auditor and undertake audits as requested and in line with the services schedule to support continuous compliance and service development.
• To participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills
• To improve own practice through observation, evaluation, discussion with colleagues and appropriate CPD programmes.
• 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. financial regulations, contract procedure rules, 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 driving licence
• NVQ Level 3 in Business Administration or equivalent experience.

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.

• Ability to communicate effectively at all levels including well developed report writing and presentation skills.
• Ability to persuade, negotiate and liaise at senior levels.
• Ability to plan, develop and initiate activities and future initiatives.
• Ability to initiate solutions to complex management issues.
• The ability to produce data recording systems in Microsoft products such as excel.
• Ability to assess and quantify new vehicle products and engineering problems.
• Numerical skills sufficient to carry out checking of costs and accuracy of data
• High level of IT literacy/competency.
• Ability to meet timescales whilst working under pressure to meet strict deadlines
• Ability to understand the Council’s Customer Care Policies.
• Ability to understand the Council’s Health and Safety Policies.
• Significant knowledge of Road Transport Legislation and Codes of Practice related to transport operations.
• Knowledge of specialist software to support business functions e.g., SAP/FMS.
• Knowledge of Contract Procedure Rules and Financial Regulations.
• Detailed knowledge of all vehicle types including their weight and restrictions and the relevant legislation surrounding these in terms of licences and maintenance schedules to comply with DVLA and Traffic Commissioner to protect the Operator’s Licence.
  In-depth knowledge of vehicle compliance in regard to the hiring of a mixed vehicle fleet.
• Experience of providing a cost effective service to meet customer requirements and operational specification.
• Significant experience in relation to contract management, working with suppliers.
• Experience of interrogating data and financial information to support intelligence gathering to determine spend, support budget forecasting and identify areas where efficiencies can be utilised to spend money wisely.
• Experience of utilising specialist software to support business functions e.g., SAP/FMS and bespoke software.

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. 

• Ability to talk to customers at all levels, determine the requirements and skill to deliver the contract to their needs.
• Knowledge of Local Authority organisation and the decision making process.
• Knowledge of the Council’s policies and procedures
• General knowledge of the Council’s Health and Safety Policies.
• Experience of working within a Best Value Framework.
• Experience of working within an accredited Quality System.

Apply for this job