About this role
Job summary
The CPC Drive Fleet Administrator provides a high-quality fleet administration and customer service function for NHS and partner organisations. The role supports drivers, managers, suppliers and clients throughout the vehicle lifecycle, ensuring accurate quotations, orders, records, financial processing and advice in line with client policies, legislation and CPC Drive service standards.
Main duties of the job
The postholder will deliver responsive fleet administration and customer support across multiple client organisations. They will prepare accurate vehicle quotations, source best-value options, place and monitor vehicle orders, maintain fleet records and respond to driver, manager and supplier queries.The role will process and reconcile invoices, salary deductions, mileage information, vehicle taxation and motoring notices; provide advice on vehicle choice, costs, tax implications and client fleet policies; and ensure that data is accurate, secure and handled in accordance with information governance requirements.The postholder will use Jaama, ESR, Oracle, the CPC Drive portal, Fleet Desk, the Motor Insurance Database, Microsoft Office and other web-based systems, producing accurate reports and management information for internal teams and clients.Working independently within agreed procedures, they will prioritise competing deadlines, resolve non-routine issues, maintain effective stakeholder relationships and contribute to improvements in fleet systems, processes and service delivery.
About us
The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.
There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers.
We also have a bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank.
Applicants should be aware that individuals requiring a visa to work in the UK, the Trust only provides sponsorship for registered healthcare practitioner roles(this does not include Healthcare Support Workers). This is an essential requirement, and the Trust is unable to offer you a role if you do not meet Trust requirements for sponsorship and Home Office requirements for a visa.
Job description Job responsibilities
Provide a professional, responsive customer service to drivers, managers, clients, dealerships, leasing companies, delivery drivers and other stakeholders, including handling complex, sensitive or challenging enquiries appropriately. Prepare accurate and complex vehicle quotations, including relevant benefit-in-kind tax, National Insurance, pension and VAT calculations, and explain available options so employees can make informed decisions. Source vehicles from multiple suppliers, analyse options and identify the best overall value for money while considering safety, reliability, fuel economy, emissions, lead times and client requirements. Place and monitor vehicle orders on behalf of client organisations and employees, ensuring the correct client terms, conditions and fleet policies are applied. Provide informed advice on vehicle choice, fleet policies, business and private mileage, vehicle taxation, salary deductions, early terminations and other changes affecting individual arrangements. Maintain accurate and secure records across Jaama, ESR, Oracle, the CPC Drive portal, Fleet Desk, the Motor Insurance Database and other web-based systems. Produce, analyse and verify management information and detailed reports using Jaama reporting tools and Microsoft Excel for internal teams and clients. Assist with the verification, reconciliation and timely processing of invoices, vehicle rentals, payroll deductions and other fleet-related financial information. Process notices of intended prosecution, bus lane contraventions and parking fines accurately, identifying issues requiring escalation. Liaise appropriately with HMRC, DVLA, the police, suppliers and partner organisations, applying data protection, confidentiality, information governance and Freedom of Information requirements. Assess vehicle roadworthiness and damage or defects, applying relevant vehicle knowledge and BVRLA fair wear and tear guidance. Monitor workload and deadlines, including month-end, year-end and HMRC requirements, switching effectively between tasks while maintaining accuracy. Support the promotion of fleet schemes and provide clients with up-to-date information on scheme and grey fleet activity. Develop and maintain effective working relationships across CPC Drive, the wider Trust, client organisations and external agencies, escalating workload pressures or sensitive issues to the line manager. Contribute to the development of fleet systems, procedures and working methods, keeping up to date with relevant legislative changes and identifying opportunities to improve efficiency and service quality. Work proactively and independently within Trust and departmental policies, managing priorities to meet corporate objectives and deliver a reliable service.
Person Specification
Skills Essential
Full UK Driving License - eligible to drive Deals with conflict when challenging customers and the internal business. Meets tight deadlines in a fast-paced dynamic environment with consistently high levels of performance. Highly IT literate in Microsoft applications, development of CRM and project management systems, contract and compliance monitoring tools
Understanding Essential
Understanding and experienced in the concept of collaboration and how it can be practically applied to deliver real results.
Knowledge Essential
. Well-developed knowledge and experience of: oThe Public Sector Landscape across England, Wales, Scotland, and Northern Ireland oSales and Marketing oAccount Management and customer service
Values Desirable
Tell us about a time when you spotted something small going wrong and did something to stop it becoming a bigger issue. Tell us about a time when you realised a colleague or someone you know needed a bit of support and you offered to help. Tell us about a time when you showed someone kindness or understanding.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Leeds and York Partnership NHS Foundation Trust
Address Don Valley House
Sheffield
S4 7UQ
United Kingdom
Employer's website https://www.leedsandyorkpft.nhs.uk/ (Opens in a new tab)