Summary
To learn and carry out all key functions and skills in Fleet administration and compliance, whilst working towards gaining a Level 3 Business Administrator qualification.
Wage
£12,313.60 a year
Current apprenticeship wage dependant on age.
Training course
Business administrator (level 3)
Hours
Monday to Friday. Start and finish times to be agreed.
37 hours a week
Possible start date
Tuesday 11 March
Duration
2 years
Positions available
1
Work
As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.
What you’ll do at work
Your duties will include:
* Attend training, learning establishments and activities as required.
* To organise and deliver an efficient and effective end to end vehicle, plant and equipment maintenance.
* Repair administration & support service for internal and external clients.
* After training, aim to achieve full compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop, vehicle maintenance and repair administration.
* Professionally communicate with all customers, workshops and stakeholders on service schedules, service delivery, quotations, and any pre/post repair discussions.
* Maintain all aspects of the Fleet management (Computer) System and manual processes including defect reporting and vehicle history files.
* Prepare reports as necessary, including fuel use and vehicle hire. Be responsible for the raising/amending of work orders and preparation.
* Inputting of data & analyse the fleet management systems as necessary.
* Booking of hired vehicles and communicating with hire companies.
* Maintaining strict controls on compliance, weekly and daily use of hired vehicles. Pre and post vehicle hire checks, co-ordinating on/off hire and record keeping.
* Processing customer payments, preparing and sending sundry debtors’ invoices and account management liaison for any Fleet service in accordance with existing procedures and audit guidelines, including administering cash receipts and controlling outstanding debt.
* Ordering and issuing of vehicle parts and goods and services from stock and external suppliers as required and processing invoices for payment, ensuring cost effective procurement.
* To assist in the full ‘conception to disposal’ vehicle replacement programmes, as necessary. Job description and employee specification template Version 1 March 2019.
* Communicate with stakeholders for the fleet service, including updating, and maintaining fuel cards and fuel systems, MID (Insurance Database), telematics systems and any other system used by Ubico.
* To seek and review customer satisfaction and feedback as required.
* To identify opportunities and sell and up-sell services offered.
* To maintain, populate and analyse databases and spread sheets containing service and customer related details and job status, including financial.
* Ensure equipment certification and calibrations are up to date and asset registers are maintained.
* Provide Fleet and general administrative support to the company, including other Ubico offices, such as use of computer systems, minute taking, meetings administration, record keeping, filing, archiving and the sorting of mail.
* Communicate with stakeholders including drivers, customers and suppliers and any internal/external communications, and deal with such enquiries promptly and efficiently.
* The production and administration of job tickets, work schedules and day works orders from the fleet management and any subcontracted supplier’s computer system.
* Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.
Where you’ll work
Central Depot Swindon Road
Cheltenham
Gloucestershire
GL51 9JZ
Training
An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.
College or training organisation
GLOUCESTERSHIRE COLLEGE
Your training course
Business administrator (level 3)
Equal to A level
Course contents
* Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
* Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
* Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
* Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
* Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
* Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
* Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
* Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.
Your training plan
* Level 3 Business Administrator Standard
* Workplace delivery
Requirements
Essential qualifications
GCSE in:
* English (grade 4)
* Maths (grade 4)
Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.
Skills
* Communication skills
* IT skills
* Customer care skills
* Team working
* Flexibility
Other requirements
There may be a requirement to work at other locations to meet the needs of the business. You are expected to work reasonable additional hours in line with the needs of the service.