About The Role
Let’s grow together!
A Platinum Investors in People employer and an award-winning UK bank, focused on growth. Our customers include savers and businesses across the UK and, working together, we use our specialist expertise to help them achieve their ambitions and build a sustainable future. If you’re anexperienced Fleet, Compliance & Training Administrator looking for an opportunity to grow in a friendly environment, we’re looking for you!
We’re flexible, inclusive, committed to your wellbeing and passionate about you reaching your potential. Let’s grow together …
MAIN PURPOSE OF JOB:
As a member of the fleet, compliance and training team, this role will provide day-to-day administrative support to the business to ensure the fleet and workshop equipment remain compliant. Compliance is very important to our organisation and this role plays a pivotal role in ensuring compliance and ongoing upskilling of workshop employees. The below responsibilities are what is required for the 2 team members of this team.
KEY RESPONSIBILITIES / ACCOUNTABILITIES:
Business Compliance Administration
1. Manage the asset register on the business fleet management system, arranging and ensuring necessary statutory inspections are completed, including any failed inspection actions being completed to ensure complaint equipment, and following completion updating the asset register.
2. Manage and collate environmental data for all depots, providing reports as required for energy usage, CO2 emissions, waste transfer notes and duty of care.
3. Record, compile and chase all of the weekly audits (fire, housekeeping, etc) and escalate any issues raised to the Health & Safety Manager (HSM), assisting in arranging follow up actions and replenishments as required.
4. Raise orders, collect/distribute all PPE, Work Wear and H&S requests including maintaining database detailing history as per company policy.
5. Be the responsible person for all Ross Road health and safety checks (fire alarm test, fire fighting equipment, first aid, etc)
6. Arrange and book occupational health checks.
Fleet Compliance Administration
7. Input and validation of new vehicles, onto the fleet management system, including chasing and scanning of V5s, plating certificates, etc including necessary filing
8. Ongoing validation of compliance certificates e.g. Lolers, MOTs, etc including filing.
9. Daily monitoring of fleet system KPIs to ensure full vehicle compliance (e.g. SORN vehicles, Lolers, MOTs, etc)
10. Compilation of the monthly taxation of vehicles
11. Twice daily compilation and internal distribution of vehicle off road (VOR) reporting
12. Administering traffic violations, with customers, paying them and recharging where needed.
13. Updating and reconciling the motor insurance database for the company insurers.
14. Adding new drivers once approved to the insurance policy, dealing with any company vehicle insurance claims as they arise.
15. Gaining approval and dealing with company vehicle maintenance
Customer Compliance Administration
16. Production of recharges and MI supporting the invoices to customers
17. Monthly accurate production of customer KPI reporting, ensuring alignment to contractual KPIs
18. Facilitate the requests from Long term contract hire customers for additional vehicles. Taking the request and being the conduit for the customer for the provision of their required additional vehicle(s).
Supplier Compliance Administration
19. Addition of contractual fixed costs to vehicles on a weekly basis, monthly issuing fixed orders to suppliers
20. Issuing monthly reports to Directors of these fixed orders
21. Support the Supplier Relationship Managers ensuring compliance information is up to date within the management system.
Ross Road / Workshop Facilities Administration
22. Deliver all general H&S inductions to new starters at the Ross Road site.
23. Monitor all Ross Road office areas to ensure premises are tidy and presentable at all times.
24. Monitor confidential waste levels and manage scheduled and ad-hoc collections.
25. Host contractors and sub-contractors in relation to facilities management at Ross Road.
26. Ordering stationery, and general office supplies for all locations.
27. Management of the Company Pool Cars located at Ross Road, Berkeley and Brackley.
28. Acting as the primary team to answer the door and SFS enquiries line.
Technical Training Administration
29. Liaise with managers over product, etc training requirements, identify relevant course in conjunction with manager and then seek approval prior to arranging.
30. Arranging training and updating records for employees e.g. product training, oxy-acetylene, CPC, iHasco, first aid, driver assessments, etc
31. Managing records for all briefings completed Policy records Risk Assessment records, etc
32. Chasing any overdue training
Ad hoc duties as required from time to time to support the business.
About You
Essentials Skills
33. Excellent administration skill, well organised and dependable
34. Customer service experience
35. High level of accuracy and attention to detail
36. Experience working in a fast-paced environment
37. Good general level of education,
38. Confidence to communicate effectively
39. Strong IT skills with experience of internal systems and using Outlook, Teams, Excel and Word
40. Ability to work as part of a team but also under own initiative
Desirable skills
41. Previous Fleet administration experience
42. Working in HGV or Commercial Vehicle Sector
43. Use of the Chevin / Fleetwave or equivalent fleet management system
Even if you don’t meet all the criteria, we encourage you to apply. At Paragon, we value diversity and we’re excited to hear from passionate individuals like you! If you’re ready to contribute to the team, please apply.
Please note, applicants must have the right to work in the UK. We do not offer visa sponsorship.
Working hours
Detail your hybrid working model as part of this, including flexibility/part time/job shares
Inclusion
As a Disability Confident Employer, we want to ensure that our vacancies are accessible for everyone. If you have a disability, long term health condition or are neurodiverse and need us to adjust our recruitment process please get in touch with our recruitment team.
About Us
What can we offer you?
44. Generous Holiday Allowance: 25 days per year, you also get to enjoy a day off for your birthday, Christmas Eve, and New Year’s Eve. You can also buy or sell up to a week’s leave
45. Share Save Scheme: Annually, you have the opportunity to buy shares in Paragon at a discounted rate
46. Profit Related Pay: We share some of our annual profit with our eligible employees
47. Pension Plan: We contribute up to 10% of your annual salary towards your pension
48. Family Friendly policies: We offer enhanced parental pay and paid time off for fertility treatment
49. Employee Discounts: Enjoy exclusive discounts on entertainment, travel, shopping, motoring and more
50. Volunteering Day: Contribute to causes you care about with one volunteering day per year
51. Life Assurance and Personal Accident Cover
Be yourself
As an equal opportunities employer, we welcome diversity and care about inclusion. That’s why we want you to be your whole self at work. We believe an inclusive workplace is good for each of us, great for our customers and better for our business. Our Equality, Diversity and Inclusion Network meets regularly to share challenges, experience, and ideas to build a more equal, diverse, and inclusive business.
Be heard
We listen to your point of view, with our People Forum and regular employee surveys making sure you can use your voice and influence our future.
Be well
We will give you access to a range of tools and resources to support your wellbeing. This will include a digital GP service via our free Employee Assistance Programme, access to our Wellbeing team to connect you with the help you need to get more out of life and our Vitality at Work programme to provide you with discounted gym membership, fitness equipment and another multitude of wellbeing services.
Be better
We want you to reach your potential and, as a Platinum Investors in People employer, we’ll encourage you to learn and develop by building a personalised development plan together with your manager.