(1) Overview

We are looking for a Fleet Operations Administrator to join our team based in Greenford, west London.
The role will have the primary responsibility of managing our fleet of minibuses and a secondary responsibility of working closely with the Operations Team in assisting with the day to day operations of ensuring effective delivery of passenger services.
This is a fantastic opportunity to join a leading charity and social enterprise in a multi-disciplinary role in which you can develop your career. The role forms part of the Operations Team and you would be key to the success of the operation. In west London we currently run 68 vehicles with a team of 63 drivers and 40 passenger assistants.

(2) About Ealing Community Transport

Ealing Community Transport (ECT) has been providing safe, accessible and affordable community transport for communities since 1979. Our instantly recognisable green minibuses can be spotted throughout Ealing!
ECT is also dedicated to supporting and enabling independent living, reducing isolation and encouraging social interaction, especially for vulnerable people (such as older or disabled people or those with mobility difficulties who struggle to leave their homes). We also provide group transport to local voluntary, community and social groups.
ECT is part of ECT Charity, a nationally-recognised social enterprise that creates social value through its charitable activities.
ECT is an Equal Opportunities employer and positively encourages applications from suitably qualified and eligible candidates, regardless of age, sex, race, disability, sexual orientation, gender reassignment, religion or belief, marital/civil partnership status, or pregnancy and maternity. We are happy to make reasonable adjustments during the selection process (and if a position is offered, in employment) if required.
ECT is also a Disability Confident employer and welcomes applications from the disabled community.
ECT is committed to safeguarding and promoting the welfare of children and any vulnerable person using our services. In order to meet this responsibility, we follow safer recruitment practices which are outlined in further detail in our Safeguarding Adults at Risk and Protecting People Policy.

(3) Key Responsibilities

Work as a team member to delivery customer-focussed passenger transport.
Ensure the fleet is maintained in accordance with best practice and FORS requirements and that the relevant records are up to date and available for inspection.
Work under the direction of the Transport and Standards Manager to ensure that necessary repairs are carried out, that vehicles are in a roadworthy condition and comply with current legislation, and that charity policies are complied with in all relevant areas at all times.
Work closely with the Operations Manager and the Transport and Standards Manager to ensure that all operations are carried out in line with UK laws and regulations including vehicle safety and driver’s hours
Ensure any incidents or accidents are reported and logged and passed onto ECT’s insurers as per charity policies and procedures.
Run a daily check of all Vehicle Defect Logs to ensure they have been filled in correctly with all mileage recorded and action any logs found to be filled in incorrectly accordingly.
Log any defects reported and ensure rectification or corrective action in a timely manner.
With the assistance of the Operations Team and the guidance of the Operations Manager, ensure all mileages from the Vehicle Defect Logs are transferred to FlexiRoute and the Vehicle Defect Logs filed under the relevant vehicles.
Work under the supervision of the Transport and Standards Manager to ensure all vehicles are booked in for service, safety checks and LOLER tail lift inspections.
Ensure data relating to all services, inspections etc. are accurately entered on FlexiRoute at all times giving a true reflection of the location of vehicles within the fleet.
Print out a daily vehicle availability report from FlexiRoute to give visibility to out-of-hours staff of vehicles available in the instance of a breakdown of a vehicle currently “in service”.
Provide monthly Management report of defects and type of defects for vehicles in the fleet.
Liaise with maintenance providers to ensure minimum “out of service” for vehicles in maintenance at any given time.

Additional Responsibilities:

Be part of the rota providing “out of hours” support.
As part of the Operations Team, and from time to time, assist in taking calls from customers and booking any transport requests on FlexiRoute.
Assist in the investigation and resolution of customer queries/complaints.
Undertake all other reasonable duties as delegated by a senior manager within the organisation, including driver duties and reviews of system improvements. Specific tasks will depend on operational need and may be affected by new services, revisions to procedures, etc.

(4) Person Specification

We are looking for a professional and reliable individual to bring their skills, energy and management experience to the charity who:
- has good verbal communication and interpersonal skills;
- has good Microsoft Office skills;
- high level of accuracy, organisation and attention to detail;
- is able to work as part of a team in a fast-paced environment; and
- has a caring and friendly attitude.
Previous experience in the transport sector is not essential – transferable skills from equivalent roles in alternative sectors are welcomed.
The successful candidate will receive support to develop their career within ECT. Role and sector-specific training will be made available which will include Minibus Driver Awareness Scheme (MiDAS), Driver Assessor Trainer (DAT), Health and Safety and potentially Passenger Certificate of Professional Competence (CPC).

(5) Details of Role and Employment Particulars

Start date. As soon as possible, subject to any existing job’s notice period.
Hours. The is a full-time role (i.e. 40 hours per week).
Location. Greenford Depot, Greenford Road, Greenford, London UB6 9AN.
Salary. The salary will be in the region of £24,000 to £28,000 per annum, dependent on qualifications and previous experience. The salary will be paid monthly in arrears by direct credit transfer. The monthly salary is calculated on the basis of 12 equal months.
Probationary period. The appointment will be subject to a six-month probationary period.
Notice. Employment is subject to one week’s notice by either side during the probationary period, and three months’ notice by either side on completion of probationary period.
Holiday. Holiday entitlement amounts to a total of 20 days plus Bank Holidays. Leave must always be taken in conjunction with colleagues to ensure that adequate cover is available.
Training. Minibus Driver Awareness Scheme (MiDAS) which includes Accessible Training (covering procedures such as safe carriage of wheelchair users and disability awareness). Full induction training will be provided, including Safeguarding and Health and Safety, to enable them to fully comply with relevant legislation and ECT’s policies and procedures. Further training opportunities will be offered where they will enhance our work
Pension. NEST is offered as the workplace pension scheme. Further details will be provided to you upon commencement of your employment.
Sick pay. ECT operates the Statutory Sick Pay Scheme (‘SSP’) during periods of properly certified sickness absence. ECT also operates an Occupational Sick Pay Scheme which provides payment in excess of the SSP rates, all such payments being at the absolute discretion of ECT and will depend on full compliance with obligations in relation to sickness reporting. Any sick pay paid will be deemed to include the SSP entitlement.
Other Benefits. In addition to the abovementioned annual leave entitlement and company pension, ECT’s benefits package also includes opportunities for continuous professional learning and wellbeing support. ECT also welcomes requests for flexible working to help employees maintain a healthy work-life balance.
Criminal Record Disclosure
- ECT is committed to a culture that promotes safeguarding and the welfare of all children and adults at risk of abuse. Our safer recruitment practices support this to ensure that all persons appointed to driving roles are suitable to work with children and adults at risk of abuse.
- Please note that:
  - all information provided about criminal cautions, convictions and offences will be kept in the strictest confidence and only used for the purpose of assessing your suitability for the post you have applied for;
  - a criminal record will not necessarily be a bar to obtaining employment. This is in accordance with Government guidelines, the DBS Code of Practice and ECT’s Recruitment of Ex-Offenders Policy; and
- ECT follows government guidelines, the DBS Code of Practice and ECT’s Recruitment of Ex-Offenders Policy with respect to the above. Further advice and guidance on disclosing criminal records can be obtained from Nacro’s Criminal Record Support Service.

We invite you to submit your application by 23nd February 2024. Interviews are scheduled to take place week commencing 26th February 2024.
All applications should be submitted online via the green "" button above. The process requires you to attach your CV and covering letter that should demonstrate your skills, experiences and attributes that make you suitable for the role outlined in this job description.
Candidates will be shortlisted on the basis of their application. Those who are successful at this stage of the process will be invited to attend an interview at Greenford Depot, Greenford Road, Greenford, Middlesex UB6 9AN. Candidates who are not short-listed will be informed accordingly.
ECT will process the personal data that you have supplied on the Application Form in accordance with the Privacy Notice for job applicants available here.
It is important to note that ECT will only process your personal data where it has a lawful basis for such processing.
If desired, applicants are able to have an informal telephone chat with the General Manager, Ealing before applying but this is not essential. To arrange this, please email kez.etan@ectcharity.co.uk.

ECT Charity jobs

Fleet Operations Administrator