20545 - Fleet Engineering

Ministry of Justice•Burton, MI

3d•Onsite

About The Position

The Ministry of Justice Commercial department includes Fleet Engineering Services (FES), which provides first-line servicing for the National Distribution Centre (NDC) fleet of heavy and light commercial vehicles, and also supports the wider MoJ fleet. The team designs, develops, and carries out vehicle conversions for HMPPS tactical units, manages vehicle entry and exit from the fleet, and conducts inspections and sensitive equipment removal before vehicle disposal. They also assess and repair returned vehicles for reuse. The National Distribution Centre (NDC) manages the collection, storage, and delivery of various goods, operating a modern 135,000 sq. ft. facility with a capacity for 16,500 pallets. The NDC operates its own fleet of 22 vehicles, making approximately 500 deliveries nationwide each month, five days a week, with overnight stays as required. The Transport Unit provides transport management services and manages a specialist vehicle workshop in Branston, supported by engineering and administrative staff. Its responsibilities include developing transport policies, providing technical advice, and managing insurance requirements. This is a full-time, on-site role with contracted hours from Monday to Thursday: 0800hrs to 1600hrs and Friday: 0800hrs to 1530hrs. The Executive Officer will support the Fleet Engineering Team in delivering core business functions such as governance, finance, commercial, property, human resources, security, and project delivery. The postholder will report to the Workshop Manager and will require a good knowledge/skills base, with full training provided.

Requirements

Intermediate level of Microsoft Office programs – outlook, word and excel
Highly organised with a focus on supporting the delivery of varying workloads to deadline.
Team Player will need to build working relationships with colleagues of all grades.
Confidence to highlight potential conflicting issues/priorities.
Able to work on own initiative

Nice To Haves

Knowledge of Microsoft SharePoint
Knowledge of Workshop computer systems e.g. Jamma key2, Workshop Manager CFC Solutions

Responsibilities

Coordinate the day-to-day operation of the Fleet Engineering Services reception function, ensuring a professional and efficient service is provided to customers, visitors, contractors and stakeholders.
Prioritise and manage competing workloads to meet operational deadlines and service delivery requirements.
Provide operational support to Fleet Engineering Services, maintaining accurate records, reports, schedules and management information.
Manage the Fleet Engineering Services functional mailbox, responding to enquiries, allocating actions and escalating issues where appropriate.
Coordinate vehicle collection and delivery bookings, ensuring effective scheduling and communication with customers and operational teams.
Oversee the issue and return of fleet keys, ensuring all documentation is accurately completed and audit requirements are met.
Maintain and update the Fleet Key2 system, ensuring vehicle allocations and fleet records remain accurate and current.
Monitor the movement of vehicles through the workshop, maintaining accurate records and identifying any discrepancies or delays for resolution.
Liaise with Workshop staff and customers to coordinate reactive and planned maintenance activity, ensuring stakeholders are kept informed of vehicle availability and emerging issues.
Utilise the Workshop Management System to oversee vehicle records, monitor job progress, validate cost information and support the production of management reports and job documentation.
Manage procurement activities using SOP, including raising requisitions, processing purchase orders, receipting goods and supporting the payment of invoices in accordance with financial controls.
Coordinate the ordering and management of stock, including stationery, PPE, workwear and workshop consumables, ensuring availability while achieving value for money.
Monitor stock levels and procurement expenditure, identifying trends and taking action to minimise costs and prevent stock shortages.
Ensure all procurement activity complies with MoJ financial procedures, procurement regulations and mandatory contracts.
Monitor financial transactions and procurement records for accuracy, resolving discrepancies and escalating issues where required.
Maintain effective audit trails by ensuring all purchase orders, invoices, delivery notes and related documentation are completed, stored and retained in line with policy requirements.
Produce procurement and expenditure information to support budget monitoring and management decision-making.
Support the Workshop Manager in creating a safe working environment for staff, visitors, and contractors by adhering to Health and Safety legislation, ensuring Safe Systems of Work (SSOW) and Risk Assessments (RA) are followed, and by reporting any incidents to the Workshop Manager.
Coordinate the maintenance and replenishment of first aid supplies across Fleet Engineering Services, ensuring records are maintained and equipment remains fit for purpose.
Identify opportunities to improve administrative processes and contribute to the continuous improvement of the department and/or area.

Benefits

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
Scheme to allow qualifying staff to buy or sell up to three days leave each year.
Additional paid time off for public holidays and 1 privilege day.
Choice of pension schemes.
Extensive range of training and development opportunities.
Opportunity to join employee-run networks.
Range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
Paid paternity, adoption and maternity leave.
Free annual sight tests for employees who use computer screens.