SYP - Admin Assistant (VFM) - May 2023

Department: Vehicle Fleet Management

Location: Churchill Way, Sheffield

Salary: £21,432 – £23,100 (pro-rata)

Hours: 26 Hours per week

Contract Type: Permanent

Role Purpose:

The post holder will provide full administration support service for the department. This will cover the whole spectrum of fleet management and include areas such as fleet administration, fuel management, stock control and workshop control.

Key Responsibilities:

• Provides a flexible, customer focussed and professional first line response in providing advice and guidance on all enquiries via face to face contact, telephone and/or email and takes ownership of achieving a satisfactory resolution and escalating where appropriate.
• Use of a number of IT Systems, including Tranman Fleet Management, Merridale Fuel system, UK Telematics Fleet Management and Oracle ERP Systems.
• Take ownership of data quality and integrity of information when inputting, amending and extracting information.
• Maximise the use of IT Systems and equipment to run and create management information and reports.
• To place orders (using the systems and tools available) for goods and services, as required within the department.
• To manage and maintain stock and distribute supplies as required.
• To receive reports of vehicle faults and issue job cards to Technicians as appropriate.
• To ensure all vehicles are correctly licensed.
• Assists the supervisor and senior professional staff with project work including initial administration, updating/amending systems, drafting reports for approval.
• Drafts reports and correspondence of miscellaneous matters to internal and external contacts
• Attends meetings as required, which involves taking and preparation minutes, including notification and following up of action
• Undertakes a broad range of clerical and administrative duties such as maintaining an effective filing and recording system, typing/word processing, photocopying, mail sorting and delivery, collation and distribution, routine mathematical/statistical work.
• Develop and maintain the Department Web Page.
• Performs such other duties as reasonably correspond to the general character of the post and are commensurate with its level of responsibility.

Skills and experience:

• Must be competent in Microsoft Word, Excel, Access PowerPoint, Lotus Notes or equivalent email and diary management system.
• Ability to input, retrieve and present data using a computer.
• Previous experience of working to short deadlines.
• Previous experience working in an office related / administrative environment.

For further information relating to the role and tasks of this position, please refer to the attached role profile.

Benefits:

We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:

• Generous annual leave allowance
• Flexible and hybrid working
• Generous ‘family’ leave
• Voluntary CPD Events for all staff to allow continuous development
• Mentoring & Coaching Scheme
• Access to a range of occupational health facilities
• Generous pension scheme
• Employee assistance service (accessible 24/7)
• Additional benefits for Westfield Health members
• Cycle to work scheme
• Sports and Social Club

Eligibility:

Applicants must meet the minimum requirement checkable history criteria, which must be taken into account for individuals applying to work with South Yorkshire Police in any capacity. A minimum checkable history of 3 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance & Standards:

SYP is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process.

South Yorkshire Police’s Key Values:

Please find attached information sheet on South Yorkshire Police’s Key Values. The force has a particular focus on three areas, Fairness, Integrity and Trust. Under each of these three headings there are key behaviours we expect all employees to adhere to.

Smarter ways of Working:

South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables SYP to provide an outstanding service to the community.

There are 3 different categories as part of this which are: Fixed, Field and Hybrid.

This role has been evaluated as a Fixed role.

Fixed: This is a traditional arrangement, applicable when the work is mostly required to be undertaken at a fixed single place of work (on police premises) for most of the time. The work can only or is more effectively delivered from a police premises or other agreed organisational/partner premises.

Closing Date:

Friday, 2 June 2023 at 23:55

Closing dates are not normally extended, other than in exceptional circumstances and agreement is made between the Talent Acquisition Manager and the Line Manager for the role.

Contact point for applicants:

For further information about the role, please contact Lindsey Wrend on 0114 2961438.

Diversity & Inclusion:

Expressions of interest are particularly welcome from female and ethnic minority candidates.

It’s really important to us that the department represents the community we serve, in order for us to provide the best service, utilising a range of backgrounds, experience and skills. We support and value all officers and staff and the unique experiences they bring to the role. We strongly encourage and welcome expressions of interest from these valuable underrepresented groups.

If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on positiveaction@southyorks.pnn.police.uk

In addition, we will look to support anyone who requires Part Time/Job share working hours.

Note to candidates:

Please note that, should you be successful at the interview stage, the relevant internal or external pre-employment checks are required. These include vetting clearance or review, prior to being appointed to the new role and start date being agreed.