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South Lanarkshire Council
Community & Enterprise Resources
Competence Based Job Profile – Fleet Co-ordinator
Job Context
Designation:
Fleet Co-ordinator
Service:
Land & Fleet Services
Section:
Reports to:
Fleet – Senior Manager
Grade Band:
Grade 3, Level 8
SCP:
SCP 75-80
Date:
June 2017
Job Family:
Fleet Services
Overall Purpose
Purpose of the Job:
To assist the Fleet Manager with the management and development of Fleet Services ensuring
that high quality customer focussed support is delivered to agreed performance standards in the
delivery of the service.
Main Accountabilities of the job:
To assist in the implementation of the Council’s policies and programmes in relation to transport
operations.
Manage systems for monitoring the fleet including casual and contract hire, fuel and tyre usage,
insurance claims and provision of accurate management information.
In conjunction with internal and external customers agree service schedules and monitor
compliance with policy initiating corrective action as required.
Manage and control the vehicle delivery and disposal process in liaison with service users
ensuring compliance with audit requirements.
Effectively manage the Council’s fleet in compliance with legislation governing the safe operation
of vehicles and ensuring the Council operates in accordance with the terms of its Operators
license.
Assist in the research, negotiation, and evaluation of transport contracts with external suppliers to
achieve the highest possible standard of service and value for money (in terms of vehicles/plant
procurement)
Recruit and effectively manage and develop staff.
Assist in the preparation and implementation of a service plan for the transport service, which
reviews needs, requirements, objectives and performance, assists in the implementation of best
value, and sets out a forward programme of key tasks for all aspects of the service.
Assist in the technical, strategic and financial planning of the procurement, management, and
maintenance of the Council’s vehicles, trailers, plant and equipment.
Provide a responsive, effective and efficient vehicle maintenance and fleet management service
including advice to the Council within a changing economic and legislative environment
(management of the O Licence)
Job Competencies/Level
Decision Making and Judgement
Level 2
Can demonstrate ability to make effective decisions in relations to Fleet Management and applies
judgement and experience when making those decisions within there areas of responsibly in
respect of staffing, income and expenditure using local knowledge and experience taking account
of legislation, business direction and council Policy.
Assist and lead on projects and initiates decision making to their level of responsibility and
reporting progress and outcomes to the Fleet Manager.
Knowledge and Experience
Level 2
Knowledge and understanding of current business practices within the industry including current
legislation in relation to all aspects of fleet management. Demonstrates sound managerial
experience (especially in relation to fleet management and budgetary control).
A detailed knowledge of UK Fleet and transport legislation and how these are implemented as well
as detailed knowledge of DVSA regulatory requirements, specifically regarding O licences and
Fleet Management activities.
Communication
Level 2
Ability to produce complex written communication, reports, minutes and briefing notes for Senior
Management.
Can demonstrate effective verbal communication, either face to face or on the telephone.
Ability to hold effective meetings, team briefs, PDR to ensure that staff under their supervision are
kept up to date with relevant changes to policy/procedures. Anticipates how others will respond
Planning and Organizing
Level 2
Can demonstrate the allocation, planning and controlling of resources (staff, equipment and
materials) to ensure service provision and meet service level agreements taking into consideration
legal requirements and service specific targets.
Able to work on own initiative while attending sites and conducting Fleet Compliance Audits in ine
with Council policies and procedures and transport legislation.
Core Competencies
Co-operating with Others
Level 2
Has the ability to get the best out of individual members of staff by allocating tasks according to
individual strengths and weaknesses. Addresses areas for development. Ensures that team
members are allocated an equal share of the workload. Always considers service provision,
although shows flexibility in the authorisation of work patterns/holiday entitlement. Realises the
importance of and encourages effective liaison with other departments/sections. Ensures that
individuals are aware of how their own performance contributes to the team/department/
organisation as a whole.
Equal Opportunities
Level 2
Good understanding of relevant legislation codes of practice and related Council policies and
strategies e.g. Race Relations (Amendment) Act 2000 and Council Race Equality Scheme.
Able to challenge behaviours, which do not reflect Council's values and those of Equal
Opportunities Policy e.g. as set out in Dignity at Work Policy. Identifies actual/potential barriers to
fair and accessible services and participates in developing initiatives to overcome these.
Contributes to the development of systems to monitor and evaluate the impact of services or
identified group’s e.g. disabled/older people, ethnic minority community.
Personal Initiative & Drive
Level 2
Actively pursues own development of knowledge, skills and abilities and encourages the
development of others. Displays initiative and forward thinking in all areas of work and seizes
opportunities to positively influence situations.
Customer Care
Level 2
Has the ability to get the best out of individual members of staff by allocating tasks according to
individual strengths and weaknesses. Addresses areas for development. Ensures that team
members are allocated an equal share of the workload. Always considers service provision,
although shows flexibility in the authorisation of work patterns/holiday entitlement. Realises the
importance of and encourages effective liaison with other departments/sections. Ensures that
individuals are aware of how their own performance contributes to the team/department/
organisation as a whole.
Working Safely
Level 2
Has the ability to carry out workplace risk assessments. Is aware of any potential risks and if the
procedures to be followed to resolve any issues. Ensures that staff under their supervision adhere
to health and safety procedures and that the appropriate action is taken to deal with and report any
accidents/incidents.
Management Competencies
Managing Change
Level 1
Has the ability to cope well with and adapt to change. Demonstrates a flexible approach to new
ideas and welcomes changes that will improve performance. Encourages staff under their
supervision to accept change and methods of improvement. Has the ability to plan for change
and to implement procedures to accommodate any changes to policy or working practices.
Managing Resources
Level 1
Has the ability to manage all resources at their disposal to provide an effective delivery of service.
Ensures that staff under their supervision are aware of procedures to be followed with regards to
use of plant and or fleet. Is aware of financial restraints and of the need to operate within set
budget requirements
Managing People
Level 2
Has the ability to manage and develop staff to achieve the best possible individual and team
performance.
Motivates and encourages staff under their supervision.
Has experience of successfully recruiting staff.
Ability to deal effectively with disciplinary/grievance/attendance issues.
Can demonstrate ability to identify individual and team objectives and provide training and support
to achieve these.
Other Technical Requirements
Fleet compliance experience in a similar fleet or transport industry role
Hold a Certificate of Professional Competence in National Road Haulage, or equivalent
Have a detailed knowledge of VOSA / DVSA regulatory requirements regarding O Licences and
Fleet management
Hold a recognised vehicle engineering vocational qualification, such as a HNC in motor vehicle
technology or equivalent
Have a full UK driving licence preferably with category C