Fleet Coordinator. Position Description

Transcription

1 Date: February 17, 2014 Job Title : Department : Hospital Operations Location : North Shore Hospital Reporting To : Traffic and Fleet Manager Direct Reports : none Functional Relationships with : Internal Staff, clinical and non clinical Managers, Clinical Nurse Leaders, Charge Nurses Vehicle RC managers and administrators at other WDHB locations External Motor vehicle service agents Motor vehicle suppliers Motor vehicle leasing agents Motor vehicle repairers (panel beaters) Purpose : To coordinate the WDHB motor vehicle fleet, ensuring that all servicing requirements are carried out and that all vehicles have an up to date WOF. To assist the Traffic and Fleet Manager with administration and reporting duties KEY TASKS Provide effective management of the Waitemata DHB motor vehicle fleet EXPECTED OUTCOMES Co-ordinate vehicle allocations to Departments/services Cover inquiries with regard to pool vehicle bookings; i.e. auto vehicles, cancelled bookings etc. Arrange recovery of accident vehicles and allocation to approved repairer Deliver and collect vehicles from outlying departments as required Assist with minor vehicle problems in the NSH are when required i.e. flat battery jumps starts, flat tyres etc. Coordinate the change over of new or replacement vehicles as required. Waitemata District Health Board -JOB DESCRIPTION - Page 1

2 KEY TASKS EXPECTED OUTCOMES Motor Vehicle accident claims Check incoming accident forms, record details in accident register, allocate claim numbers Lodge vehicle claims through insurance broker and maintain a file record of all documents Check incoming repair invoices, add responsibility code and raise requisition in Oracle Arrange third party recoveries through insurance broker and process credit payments Liaise with panel beaters regarding approval to repair damaged vehicles Waitemata DHB Vehicles Provide monthly updates to finance sections on any vehicles that have been sold, written off or moved between responsibility centres Arrange provisioning of BP fuel cards, AA card running book and instructions on maintenance and accidents Maintain Waitemata DHB Toll Road account Complete motor vehicle infringement process for all infringements, fines and breaches. Leased / rental vehicles Assist managers with short term vehicle leases or rentals Provide information to Finance section with regards to any vehicles taken up on lease Monitor leases to ensure approved kilometers are not exceeded Computerised Vehicle Booking System (VBS) Administer VBS. Maintain records on the VBS Liaise with I.T. on operational problems with the VBS Liaise with motor vehicle clerks at remote locations i.e. Community Mental Health sites Provide information from VBS as required for traffic infringement notices BP Fuel Cards Submit applications for new/replacement fuel cards Notify supplier of all lost and stolen cards immediately Maintain fuel card information on VBS Process monthly fuel card statement/invoice and provide RC debit spreadsheet to Finance section Supply Personal fuel cards, hold debit information to Finance section Motor vehicle usage records (log sheets) Check and file all motor vehicle log sheets, provide information from these as required for traffic infringement notices Distribute motor registration labels and supply Finance section with RC debit details Purchase and ditribute RUC mileage labels, debited to user RC. Administration and reporting Assist the Traffic and Fleet manager with the production of monthly reports on fleet Waitemata District Health Board -JOB DESCRIPTION - Page 2

3 KEY TASKS EXPECTED OUTCOMES Identify trends on fleet usage that can be reported on e.g. utilization rates Report of organization fuel usage trends Maintain administration for the traffic unit including all filing and record keeping Statutory & Treaty of Waitangi obligations Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Company health and safety policies are read and understood and relevant procedures applied to their own work activities Workplace hazards are identified and reported, including self management of hazards where appropriate Can identify health and safety representative for area Waitemata District Health Board -JOB DESCRIPTION - Page 3

4 Behavioural Competencies Adheres to Waitemata District Health Boards 4 Organisational Values of: Every single person matters, whether a patient / client, family member or a staff member We see our work in health as a vocation and more than a job, We are aware of the suffering of these entrusted to our care. We are driven by a desire to relieve that suffering. This philosophy drives our caring approach and means we will strive to do everything we can to relieve suffering and promote wellness. We need to be connected with our community. We need to be connected within our organisation across disciplines and teams. This is to ensure care is seamless and integrated to achieve the best possible health outcomes for our patients/clients and their families. We seek continuous improvement in everything we do. We will become the national leader in health care delivery. Behavioural Competencies Behaviour Demonstrated Communicates and Works Co-operatively Actively looks for ways to collaborate with and assist others to improve the experience of the healthcare workforce, patients & their families and the community & Iwi. Is Committed to Learning Proactively follows up development needs and learning opportunities for oneself and direct reports. Is Transparent Communicates openly and engages widely across the organisation. Enacts agreed decisions with integrity. Is Customer Focused Responds to peoples needs appropriately and with effective results Identifies opportunities for innovation and improvement Works in Partnership to Reduce Inequality in Outcomes Works in a way that: Demonstrates awareness of partnership obligations under the Treaty of Waitangi. Shows sensitivity to cultural complexity in the workforce and patient population. Ensures service provision that does not vary because of peoples personal characteristics. Improves health Work practices show a concern for the promotion of health and well-being for self and others. Prevents Harm Follows policies and guidelines designed to prevent harm. Acts to ensure the safety of themselves and others. VERIFICATION: Employee: Waitemata District Health Board -JOB DESCRIPTION - Page 4

5 Manager: Date: Review Date: Note: This job description forms part of an individual s contract of employment with WDHB and must be attached to that contract. Waitemata District Health Board -JOB DESCRIPTION - Page 5

6 PERSON SPECIFICATION POSITION TITLE: Minimum Preferred Qualification Relevant experience in motor vehicle fleet management, minimum 5 years preferably in the health sector Motor trade certification Experience Able to use MS Word and Excel Basic knowledge of motor vehicles and their servicing requirements Expertise in developing administration systems, sound knowledge of comuterised fleet management systems Skills/Knowledge/Behaviour A demonstrated understanding and commitment to quality and customer service Excellent time management skills Ability to work unsupervised Sound understanding on administration and reporting systems Waitemata District Health Board -JOB DESCRIPTION - Page 6