Fleet Engineering (Ref: 20545)

Job summary

Please refer to Job Description.

Job description

Job Title: Executive Officer– Fleet EngineeringJob Grade: EOJob Location: Burton on Trent, Staffordshire. DE14 3EGContract Type: Permanent Business Area: Ministry of Justice Commercial Working pattern: Full-timeNumber of Posts: 1Please note this role requires full time attendance on site. Therefore, is not suitable for hybrid or remote working.The address is: National Distribution Centre, Branston, Burton on Trent. DE14 3EGThe National Distribution Centre (NDC)The Ministry of Justice Supply and Logistics area is made up of three core business areas and sits within Commercial. Fleet Engineering Services (FES) The provision of first line servicing for the National Distribution Centre (NDC) fleet of heavy and light commercial vehicles, the workshop also provides support to the wider MoJ fleet.The team designs, develops and carries out vehicle conversions for HMPPS tactical units based on their requirements. They are also responsible for managing all vehicles as they enter and leave the fleet.Before a vehicle is disposed of, the team carries out inspections and removes any sensitive equipment. They also inspect vehicles returned to Branston to decide if they can be reused instead of issuing a new one. If a vehicle can be reused, the team assesses its condition, identifies and costs any parts needed, and once agreed with the unit carries out repairs to ensure the vehicle is safe, roadworthy and meets legal standards.National Distribution Centre (NDC) Manages the collection, storage and delivery of goods. These include manufactured items, raw materials, prisoner property, mattresses, footwear, and a small amount of document storage. The site also supports other MoJ activities when needed.The warehouse is a modern 135,000 sq. ft. facility with high storage capacity. It can hold up to 16,500 pallets in both wide and narrow aisles, along with around 6,000 sq. ft. of office space.The NDC operates its own fleet of 22 vehicles, providing around 500 scheduled deliveries each month. Deliveries are made across the prison estate nationwide, operating five days a week on a single shift, with overnight stays when required.Transport Unit Provides transport management services for the Ministry of Justice. It also manages a specialist vehicle workshop in Branston, supported by engineering and administrative staff. The unit’s main responsibilities include developing transport policies, providing technical advice, and managing both Crown Indemnity Insurance and commercial insurance requirements.Role SummaryPlease note: This is full time role, on site role and is not available as hybrid or remote working.The contracted hours will be:

• Monday to Thursday: 0800hrs to 1600hrs
• Friday: 0800hrs to 1530hrs

The Executive Officer will be working with and supporting the Fleet Engineering Team which supports the department by delivering some of the core business functions, (including, governance, finance, commercial, property, human resources, security, and project delivery), essential services that our organisation relies upon to function. The postholder will report into the Workshop ManagerThe job holder will require a good knowledge/skills base to carry out the duties and responsibilities of the post and will be required to undertake specific training in these work areas. Full training/guidance will be given on all duties as necessary.Key ResponsibilitiesThe job holder will be required to undertake the following duties and responsibilities:Service Delivery

• 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.

Finance & Procurement

• 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.

Health, Safety and Welfare

• 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.

Continuous Improvement

• Identify opportunities to improve administrative processes and contribute to the continuous improvement of the department and/or area

The duties listed are not exhaustive. The job holder should be willing to take on reasonable changes and additional tasks of a similar level when needed. Training will be provided where required.Essential Criteria

• 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

Desirable Criteria

• Knowledge of Microsoft SharePoint
• Knowle