About the job

Job summary

The MDP Fleet Admin Officer is responsible for assisting the Fleet department in all vehicle related matters, providing support to the wider Fleet team and acting as a focal point for all Fleet queries, ensuring they are dealt within a reasonable time and manner or passed to the relevant member of the team. 

This position is advertised at 37 hours per week.

Job description

• Hires – Authorise Hire requests from around the force in the absence of the Deputy Fleet Manager, in line with policy. Raise any queries or anomalies with the Fleet Manager.
• Scheduler – Act as Scheduler for all Fleet department vehicles, ensuring that mileages and fuel use are recorded and vehicles are in a good condition and Service, Maintenance, Repairs and Inspections (SMRI) incidents are actioned
• Pool – Act as focal point for all HQ pool vehicles, receiving requests and allocating vehicles in line with local policy and availability.
• Administration for local fleet records – Maintaining up to date spreadsheets of Air IDs, M6 Toll cards, pool vehicle fuel cards, etc
• Monitor accident reporting data - escalate any discrepancies to the fleet manager
• Vehicle Off the Road – Cross reference weekly updates from lease providers with fleets record and escalate to fleet manager where required
• Charge monitoring – gathering evidence to support charges before authorised by the ADO, including tracking, hire car damage, etc
• Complaints – write up and forward on complaints when requested for poor service received under the contract
• General Queries – Ensure that the Fleet Group Mailbox is maintained and emails and queries are acted on accordingly. Ensure that telephone queries are answered and forwarded to the relevant member of the team.
• Documents and Filing – Ensure that all relevant Fleet documents are assessed and stored correctly in line with policy and any document queries/anomalies are raised through to the Deputy Fleet Manager.
• Data capture – run reports on financial queries for cost monitoring
• Bulletin – collate information and cascade to relevant parties through the MDP Bulletin
• Minute and note taking – Ensure all relevant points in meetings are accurately recorded and shared with attendees
• Managing the administration of Penalty notices – including speeding, parking, toll, etc to ensure they are captured in line with local authorities timelines
• Assist Deputy Fleet Manager and Fleet Manager – Assist in all other Fleet matters when requested by the Fleet Manager or other members of the team.

Person specification

• Self motivated, confident and able to work on own initiative
• Good interpersonal skills
• Good telephone manners and customer service skills
• The ability to work under pressure and prioritise workload with the minimum of supervision as part of a small team
• High levels of general computer literacy in relation to Microsoft applications and database applications
• The post holder must be able to communicate with people at all levels
• Must hold a full UK driving licence

Benefits

Alongside your salary of £24,040, Ministry of Defence contributes £6,490 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Applications for this Vacancy are to be completed and submitted via the Civil Service Jobs system.

At application Candidates will be required to provide a Statement of Suitability with a maximum word limit of 250 words.

Applications and interviews will also be sifted against the following Civil Service Success profile behaviours.

• Working Together
• Communicating and Influencing
• Managing a Quality Service
• Leadership

The Civil Service embraces diversity and promotes equality of opportunity. There is a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. If you need to advise us that you need additional help or reasonable adjustments for the recruitment process, please contact: DBSCivPers-Resourcingteam3@mod.gov.uk 

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points based system, where a role has been deemed to be business critical.

The role currently being advertised has not been assessed as business critical and is therefore NOT open to applications from those who will require sponsorship under the points based system. Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.