Fleet & Travel Officer

Job summary

To participate as an active member of Fleet and Travel Services and to support the delivery of agreed outcomes including budgetary controls, departmental and Trust objectives, and key performance indicators

To coordinate the Trust's Fleet and Travel Services, including the Travel Bureau, low and zero emission fleet and pool vehicles, E-Bikes, parking and permitting, insurance claims and repairs, public transport and travel avoidance initiatives, employee lease car scheme, owned leased and hired fleet vehicles including related procurement matters, invoicing and payroll deductions.

To coordinate the Trust's driving licence checking process including issue of e-declarations, submission to checking agency and monitoring of due dates

To coordinate maintenance programmes and service/MOT schedules for all Trust vehicles ensuring all legal operational standards are met and all physical and electronic records are fully compliant

To work within defined policies and industry best practise. Work will be audited periodically

"Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role."

Main duties of the job

To provide a main point of contact for lease car scheme members and applicants to provide technical specifications, financial quotations, negotiate preferred rates with lease companies and vehicle manufacturers and raise requisitions for vehicle orders through the Trust's Procurement system. To provide administration services throughout vehicle contracts including maintenance and repair scheduling, invoicing, and coordinate contract end processes including related financial matters.

To provide a full back-office function for lease car contracts including the processing of staff salary deductions to payroll and the creation and submission to His Majesty's Revenue and Customs of taxation documentation for scheme members

To provide a full back-office function for owned, leased and hired fleet vehicles including direct interaction with Trust staff, external customers and contractors. This will include front line support in critical times and following significant incidents, preparation of insurance claims for submission to insurance companies, brokers, underwriters and legal teams.

To process financial information on the Trust's electronic Procurement system including raising requisitions, receipting and coding invoices and credits. To authorise deductions from staff salary payments. To authorise and process work orders and internal recharges for maintenance and insurance claims.

About us

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast

Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.

We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.