Job Description

Main duties:-

• Create a prioritised schedule of vehicles due for service and use this together with liaising with the Team Leaders to pre-load the workshop to an agreed level – maintaining vehicle availability targets as set in the SLA. Ensure a speedy turnaround of vehicles visiting the workshop and where appropriate pre-advise the Parts department on work booked to facilitate advance parts planning.
• Liaise with customers with all vehicle service, maintenance, collision repair and Vehicle preparation issues, including receiving and evaluating enquiries in person, by telephone or email and providing advice or instigating action as necessary.
• Create, direct and distribute the work schedule of the drivers engaged in the recovery, collection and delivery of vehicles for maintenance and repair ensuring efficient use of the department’s assets whilst also maintaining the flow of the limited car parking facilities.
• Through efficient use of the Fleet Management System for all departments, create, maintain and co-ordinate all worksheets, works orders & invoices, ensuring integrity and accuracy of information and making sure that deadlines are upheld. Record accurate times for Internal and External customers. Ensure all external customers worksheets are sent to Finance for invoicing. Input all indirect time sheets.
• Input relevant and accurate information onto various systems relating to new vehicle allocation, disposal, vehicle telematics, and radio installations ensuring current data is held and use these systems to track and give information to Divisions and departments.
• Management of the pool car fleet ensuring appropriate allocation of vehicles to meet the Force requirements.
• Manage various diary systems for internal and external customers e.g. NCS, HMP, ensuring minimum conflict with scheduled workloads whilst maintaining an efficient and effective service. Liaise through their nominated contacts the accurate costings of the repairs been carried out.
• Provide administration and monitoring of the throughput of approx. 20-40 customer vehicles per day 
• Assist with over 2,600 workshop visits for service, over 5,500 repairs and 1,400 collision repair incidents per year
• Provide administrative support for all aspects of the Vehicle preparation process
• Receive and liaise with 30 to 35 telephone calls per day on customer requirement handling/satisfaction
• Handle 15 to 20 customer counter enquiries per day
• Undertake any additional duties as required

Required Knowledge, Skills, and Abilities

Experience of working in a service reception or similar customer focused environment Good working knowledge of an ability to operate a range of computer packages - Microsoft Office Knowledge of motor vehicles (desirable but not essential) Excellent communication skills verbal/written Team player