NOTTINGHAMSHIRE POLICE JOB DESCRIPTION. Vehicle Services Assistants and Clerical Assistants

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1 NOTTINGHAMSHIRE POLICE JOB DESCRIPTION Job title: Department/Location: Responsible to: Responsible for: Vehicle Services Manager Assets Department - FHQ Operations Manager Vehicle Services Assistants and Clerical Assistants Date: March 2014 JOB PURPOSE To manage and monitor proactively the vehicle services arrangements and seek innovation, efficiency, best value and continuous improvement on behalf of the Force whilst ensuring that the overall levels of service are in accordance with Force requirements. PRINCIPAL ACCOUNTABILITIES 1. Adopt a proactive approach to contract monitoring including querying and challenging costs and ensuring that the day-to-day management of vehicle services is in line with the budget and with the needs and requirements of the Force to maximise fleet efficiency, availability and value for money. 2. Manage on a day to day basis vehicle related budgets in line with the Force procurement strategy, vehicle and security policies and Force financial regulations ensuring that stakeholders are engaged and that procurement takes place within a professional framework. In addition the post holder will manage the purchase of fuel and vehicle fuel issuing provision which currently consists of bunkered fuel sites and fuel cards. 3. Advise and engage the Force on all significant matters relating to vehicle services including vehicle services efficiencies and value for money both within and outside of the Private Finance Initiative (PFI) contract, dealing with the vehicle replacement programme and new vehicle builds including the design and construction specification. 4. The post holder will advise the Force on relevant current or proposed legislation and Health & Safety matters including the identification of risk and will ensure that vehicles are maintained and checked in accordance

2 with Force policies to make certain vehicles remain in a safe condition at all times. 5. Contribute to the business planning and business continuity process via appropriate working parties, preparing relevant papers, liaising as appropriate and reviewing any proposed changes to the fleet profile. Represent the Force on external working groups relating to vehicle services as appropriate. This will include attending national and regional meetings. Develop collaborative opportunities with other Forces and partners to maximise efficiency and economies of scale. 6. Monitor and report on the performance of vehicle services both within the Private Finance Initiative contract and outside of it. This will include the provision of appropriate reports and management information to senior officers and working groups challenging the use of resources and proposing solutions as appropriate. Ensure benchmarking and other data is prepared which may include liaison with external parties. 7. Provide appropriate advice and guidance to the Force regarding vehicle matters within the context of a centrally managed locally delivered service structure. This includes ensuring that Force policies and procedures are adhered to and that vehicle resources are utilised effectively. Lead on the Force s vehicle environmental and carbon reduction initiatives. 8. Provide efficient accident management processes enabling correct vehicle repair processes to be instigated; insurance claims to be processed efficiently and uninsured losses recovered. The post holder will liaise as appropriate with insurers, independent vehicle examiners and Force personnel providing relevant management and analytical information. 9. Manage the vehicle pool and hire hubs in an efficient manner to provide best value and minimise cost. 10. Project management and delivery of specific projects, including the introduction of Telematics, fleet review/rationalisation, the introduction of new working practices, provision of a cost effective vehicle hire and pool car fleet and a fleet management system. 11. Participate in the Force PDR process and take responsibility for identifying your own professional and career development needs 12. Undertake regular appraisals of your staff taking responsibility for helping to address their professional and career development needs. DIMENSIONS Financial: The post holder is responsible for day-to-day management and monitoring of vehicle services budgets estimated at approximately 4.5 million

3 per annum in 2014/15, including hire and fuel costs, on behalf of the Operations Manager. This will include reporting overspends and underspends and offering advice and guidance on procurement. Staff: The post holder manages 2 FTE Vehicle Services Assistants and 2 FTE Clerical Assistants Sphere of Activity: The postholder operates across the whole Force area and will represent the Force at regional and national meetings on issues relating to vehicle services. The post holder is a key contact in the day-to-day operation of the outsourced Vehicle Services PFI contract. The post holder monitors this contract to ensure it is delivering to the requirements of the Force. In addition the post holder will oversee vehicles outside of the PFI contract in respect of specification, procurement, repair and maintenance. Other: The vehicle fleet includes a wide variety of makes and models of vehicles and ranges from low performance cars to specialist vans commercial vehicles, externally funded vehicles, bicycles and hire cars. There are a number of petrol and diesel fuel bunkers strategically placed around the county.

4 Organisation/Departmental Chart Hea Oper ti Depart mental Esta Vehic le Faciliti es Faciliti es Trainee Enviro Train ee Buildi ng Estate s Vehic le Clerica l Clerica l Faciliti es Mainte nance Post/A dmin Site Service ACCOUNTABILITY Prepared by: Tim Wendels, Head of Estates and Facilities Date: March2014

5 NOTTINGHAMSHIRE POLICE PERSON SPECIFICATION Job Title: Department: Vehicle Services Manager Assets Department - FHQ Date: March 2014 CRITERIA KNOWLEDGE AND EXPERIENCE High level of experience of managing a large fleet of vehicles in a large organisation with use of fleet being a key element of service delivery. Thorough working knowledge and experience of the day-today management of vehicle services including procurement. Experience and competence in fleet management systems and databases A good technical knowledge of vehicles. METHOD OF ASSESSMENT Practical experience and proven ability in the management of staff. Proven experience of budget control and in the management of financial resources. SKILLS AND ABILITIES Be able to identify risk to the organisation including financial (whole life costs), operational, and Health & Safety risks. Be able to interpret and analyse management information. Effective negotiating and well developed written and verbal communication skills.

6 The ability to develop mutually beneficial relationships dealing with people at all levels within the organisation. Be able to work on own initiative, prioritise work and be flexible and adaptable to change. The ability to meet deadlines and work under pressure. Competent in use of IT packages eg Microsoft Excel, Word and Outlook. Solution focussed, demonstrating determination, resourcefulness and purpose to deliver the best results for the organisation. Must possess a full DSA car driving licence and have held the licence for at least one year. Must successfully undertake and pass a Police driving assessment Interview/Test EDUCATION/QUALIFICATION Appropriate vehicle related qualification such as certificate or diploma in car fleet management. Form OTHER Able to demonstrate a personal commitment to equality, diversity and inclusion in line with force values Flexible to meet the demands of the role An understanding and commitment to continuous professional development. Interview Must undertake and pass a driving medical assessment to be reviewed every 3 years ACCOUNTABILITY Prepared by: Head of Estates and Facilities Date: March 2014