Fleet Liaison Officer - REQ005714

Job title: Fleet Liaison Officer

Salary: SO2 £37,280 - £39,152

Hours: 37

Contract: Permanent

Location: Westland Road

We are looking for a highly organised and motivated Fleet & Compliance Coordinator to support our Passenger Transport Services team. This role is essential to ensuring that our fleet, vehicles, and services operate safely, efficiently and in full compliance with all standards and Service Level.

Leeds City Council is one of the largest employers in the region with over 14,000 employees. We seek to recruit and develop talented individuals who embody our council values and ambitions.

About you

You will take a proactive lead in managing vehicle compliance, coordinating fleet operations, and supporting staff in delivering a reliable Passenger Transport service. Your responsibilities will include:

Coordinating and maintaining accurate records of all Passenger Transport vehicles and routes
Ensuring SLAs are met daily, including vehicle availability and compliance
Managing vehicle defects, workshop schedules, and liaising with Fleet and external contractors
Supporting and delivering staff training related to compliance and vehicle operations
Monitoring vehicle downtime, arranging replacements and maintaining service continuity
Acting as the on-site contact for the fuel station, stores, and equipment
Undertaking quality, environmental and health & safety audits
Using Passenger Transport systems to maintain accurate documentation and support a move towards paperless working

Essential qualifications, skills and experience

We are looking for someone who can demonstrate:

Strong communication skills and the ability to work collaboratively
Excellent organisational skills and the ability to manage competing priorities
Experience in a transport environment with sound vehicle knowledge
Competence in Microsoft Office and bespoke systems
The ability to supervise, support, and motivate staff
A commitment to high standards, compliance, and continuous improvement

Category C Driving Licence

Category D1 Driving Licence

About the role

You will be joining a busy operational team who provide a daily passenger transport of SEN and ASC provision across the Leeds authority to approximately 4700 customers. You must possess excellent communication skills both verbal and written, be professional, confident and skilled in developing positive relationships within Passenger Transport and with fleet services and contractors. You will be responsible for working collaboratively with the fleet team and key stakeholders to coordinate vehicles for service delivery whilst being financially viable and in line with all council and departmental standards policies and priorities. It is important that you are personally aware of the compliance requirements of the Passengers and undertake an active lead with Fleet and Passengers services on the reduction of non-compliance to compliance. To be a Quality, Environmental and Health & Safety auditor and undertake audits as requested and in line with the services schedule to support continuous compliance and service development. You must be able to undertake vehicle compliance training and keep yourself aware of legislative changes.

This role will also require flexibility, strong problem‑solving skills, and occasional driving of specialist vehicles.

What we offer you

We take pride in offering the best employee experience, with benefits including:

a competitive salary and annual leave entitlement plus statutory holidays
membership of the West Yorkshire Pension Fund with generous employer contributions
flexible and hybrid working arrangements subject to service requirements
a clear career pathway and continuing professional development opportunities
a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Please complete the online application form.

Read our guidance for further advice on completing your application.

If you have any queries or would like an informal chat about the role please contact Wendy Crowther - Service Manager Wendy.crowther@leeds.gov.uk or Karen Stroud – Resources Scheduler Karen.stroud@leeds.gov.uk

A Disclosure and Barring Service (DBS) check against the Children’s or Adults’ barred list as applicable will be carried out on preferred candidates. Read our recruitment of ex-offenders policy.

We welcome applications from everyone and actively seek a diverse range of applicants from all backgrounds and cultures. We particularly encourage applications from, but not limited to, women, carers, veterans as well as LGBT+, ethnically diverse, disabled and care experienced people.

This role is based in the UK. Home Office guidance states that candidates must evidence their right to work in the UK prior to commencing employment, either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa.

If you do not have the right to work in the UK, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visa route before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Please ensure you are eligible before applying.

Job description

Job purpose The postholder will work within Passenger Transport Services management team to support the management of the Fleet Services in accordance with Fleet Services Requirements and be responsible for the suitability and compliance of Fleet vehicles for service delivery.

Responsibilities

Manage and maintain an accurate account of all the Passenger Transport vehicles and routes whether Fleet or hired on a constant basis.
Co-ordinate and deliver Service Level Agreements and ensure that all staff are working to achieve these in line with agreed outcomes for Passenger Transport services whilst ensuring acceptable levels of vehicles are maintained.
Work collaboratively with Fleet Services and key stakeholders to collectively coordinate vehicles for service delivery whilst being financially viable and in line with all council and departmental performance standards, policies and priorities.
Mange all vehicle defect notes and liaise with Fleet team to resolve issues efficiently and to coordinate with external contractors for the delivery of environmental vehicles.
Manage and maintain the vehicle equipment stock lists and storage arrangements to ensure that the service carries the required stock levels to meet demand.
Review equipment requirements and cost to ensure that the items carried are fit for purpose, have been reviewed from a Health and Safety perspective and meet required industry standards.
Ensure that there suitable risk assessments and safe systems of working for the equipment use and that the services have provided appropriate training to staff.
Work with Mangers at Fleet Services, Passenger Transport and the Health and Safety team to deliver relevant training deemed necessary to assist in maintaining compliance.
To update all inhouse operating systems to ensure that the services have an accurate record at all times of the fleet availability and who vehicles have been allocated to.
Work with the service managers to review compliance data and reports to identify trends, escalate issues and formulate policies and procedures to minimize non compliance, and mitigate risk to services users and staff.
To lead, manage, motivate, mentor, and develop staff with your teams in accordance with council polices ensuring that they policies are understood and followed.
Be aware and react to all vehicle downtime such as breakdowns and incidents and take an active lead in the replacement of vehicles if required. Review with the service the vehicle requirements to deliver Business and usual and work to ensure that the service has the vehicle capacity to meet demand at all times
Be personally aware of the compliance requirements of the Passengers and escalate and noted noncompliance to either refuse for driver and operational issues or Fleet for vehicle issues.
Undertake an active lead with Fleet and Passengers services on the reduction of non-compliance to compliance. Work with Fleet Services and Passenger Transport managers to ensure that drivers are adhering to all legal and service requirements, support managers to train and monitor staff compliance and escalate issues when required.
Manage the vehicle maintenance schedule with Fleet service support to and ensure vehicles are brought into the workshop as required while maintaining the SLA.
Maintain a comprehensive record of equipment on each vehicle to enable it to meet service standards and complete regular audits of vehicles following services process’ to meet standards.
Liaise directly with workshop supervisors and technicians about vehicle repairs to ensure the SLA is maintained, monitor repairs and record times vehicles are out of service and turn around times.
Manage the Yard in line with service polices, risk assessments and legal requirements to ensure it is a safe operating environment. Be the on-site facilities contact for the, fuel station and store equipment, undertake induction and training on this equipment as needed and deal with contractors for its repair and maintenance.
Maintain the onsite working practices with fleet, Zurich and other contractors at Westland Road in regard to contractors, calibration and ensuring service delivery is maintained in a compliant service.
On occasions there will be a need to drive specialist vehicles to and from places of maintenance for the benefit of Fleet & Passenger Transport Services.
The post will predominantly be Monday to Friday with some weekend working should PT have a specific need.
The post holder would need to ensure there working day is flexible to ensure they are available to meet the service needs. The post holder will be expected to work on a shift pattern between 6am to 6.30pm.
The post holder will be required to undertake vehicle compliance training and keep themselves aware of legislative changes.
To utilise all Passenger Transport and Fleet systems available to maintain service delivery.
To ensure all documentation is prepared, handled and stored to suit the business need, GDPR and legal requirements.
To assist with the movement to a paperless environment wherever possible.
To be a Quality, Environmental and Health & Safety auditor and undertake audits as requested and in line with the services schedule to support continuous compliance and service development.
Liaise with the Fleet Support Manager with fleet systems and processes in use.
To adhere to and promote equal opportunities, health and safety and environmental management.
Responsible for continuous self-development and maintenance of high standards of self in order that the potholder may carry out duties in an effective and efficient manner.

It should be noted that this job description is subject to change to incorporate other commensurate duties and responsibilities in response to organisational change and to assist flexibility. The duties outlined are not meant as an exhaustive list and will also comprise any other duties within the spirit of the post as specified by the appropriate person.

Qualifications

Full UK driving licence including D1

Essential requirements Candidates will only be shortlisted if they can demonstrate that they meet all the following essential requirements.

Understanding of general Health and safety in a transport environment
Understanding of the Operator’s licence and its implications
Experience in working in a transport environment.
Excellent working knowledge of vehicles.
Experience of working with Bespoke computerised systems.
High level of experience of working with Microsoft products.
Experience of collating, analysing and presenting information reports written and using IT software packages.
Experience of producing work of a high standard with attention to detail, whilst often meeting tight deadlines.
Experience of communication with a range of diverse people; verbally, face to face and in writing.
Experience of reporting to and working effectively with a range of colleagues and partners.
Experience of problem solving, individually and in a group setting.
Experience of carrying out training or briefing sessions to staff/colleagues and partners

Essential behavioural and other characteristics

Understand and embrace Leeds City Council values and behaviours and codes of conduct
Committed to continuous improvement in all areas and work towards delivering the Leeds Ambitions of health and wellbeing, inclusive growth, thriving strong communities, and a resilient sustainable city
Able to understand and observe Leeds City Council policies and procedures
Carry out duties having regard to an employee’s responsibility under Health, Safety and Wellbeing
Participate in appraisal, training and development activities to ensure up, to date knowledge and skills
Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding equality and diversity of Leeds City Council
Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person
Flexible and adaptable to change to assist other services as required commensurate to grade.
The Council has adopted a flexibility protocol and the role will be expected to work within these parameters

Desirable requirementsCandidates are not required to meet all the following desirable requirements however these may be used to distinguish between candidates.

Experience in Passenger transportation
Community Transport Association qualifications MiDAS PATs or equivalent
ISOHH or NEBOSH General certification or other recognised Health and Safety qualification
Experience of working in an O Licenced Yard

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