Vehicle Workshop Service Administrator

DVLA driving licence (Cat B Manual essential)

CTC clearance required for this role

NB: Police Vacancy - only for candidates with a minimum of 5 years continuous UK address history. Please note that this vacancy is subject to a strict security vetting procedure.

The role of Vehicle Workshop Service Administrator sits within the Retained Fleet Services function. The role holder will be required to work as part of a small team at a purpose-built Vehicle Workshop to provide exceptional service to suppliers and police officers alike.

Key responsibilities:

• Maintain covert and specialist fleet within Fleet Services' specialist workshop by providing efficient administrative support to the Service Reception and Parts departments
• Maximise fleet availability by managing vehicle bookings into the workshop, taking calls from customers and finding appropriate appointment times to suit.
• Support the Service Reception Manager to maintain the delivery of an effective and efficient service
• Assist in reducing vehicle downtime, maximising fleet availability and providing support to operational police officers
• Provide assistance with the daily operation of our reception office and stores function dealing with queries, receiving and issues replacement parts and providing excellent customer service, to both internal and external customers
• Assist with the delivery of the roadside assistance programme, receiving calls to our Breakdown line from customers and organising the most suitable assistance defective operational vehicles, and monitoring contractor response times
• Raise invoices and purchase orders as directed and process to ensure prompt payment for services
• Creating job cards to ensure that vehicle defects are effectively transferred to the technicians for diagnosis and repair
• Report building and workshop equipment faults to ensure repairs to sensitive and essential equipment takes place in a timely manner
• Carry out a range of data entry functions on both Fleet systems and Excel spreadsheets to ensure the provision of accurate daily reports as directed
• Assist with completion of weekly management information, providing updates on a range of workshop functions
• Working closely with colleagues in the parts department to assist with the receiving and returning of vehicle parts as required
• Take responsibility for Personal Development and keep up to date with relevant standards and legislation

Qualifications

• DVLA driving licence (Cat B Manual essential)
• Minimum of 5 GCSEs (A*- C/9 - 4) or equivalent with two of them being Maths and English

Knowledge and skills:

• Good understanding of Microsoft Office products and specifically, a good working knowledge of MS Office Excel and Outlook
• Experience in a vehicle service department or frontline policing environment (desirable)
• Effective communication and interpersonal skills, with the ability to communicate and engage with staff and officers at all levels.
• Work effectively alone or as part of a team.
• Analyse and reviewing data.
• Excellent computer skills in MS Office, particularly MS Excel.
• Excellent interpersonal skills and a calm disposition when under pressure.
• High degree of data input accuracy.
• Prioritisation of workload according to conflicting demand.
• Good telephone manner