Key Responsibilities

The 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
• Knowledge of Workshop computer systems e.g. Jamma key2, Workshop Manager CFC Solutions

Training will be provided in these areas.

Application Stage

Experience

An initial sift will be performed against the following elements and will be assessed against the Civil Service success profiles framework:

• CV
• Statement of Suitability (250 words): This should be based around the key responsibilities and essential criteria

Behaviours

• Working Together
• Making Effective Decisions

If shortlisted, you will be invited to an interview and will be assessed on the selected success profile elements at the interview stage.

Interview stage

The interviews will be held at National Distribution Centre, Burton Road, Branston. DE14 3EG. The site is shared with B&Q distribution. As you turn on to the site Fleet Engineering is the first building on the left-hand side. Follow the directions to reception where you will be asked to sign in.

Behaviours

We will assess your application on the following behaviours

• Managing a Quality Service
• Delivering at Pace

Strengths maybe assessed at the interview, and these are not shared in advance.

To learn more about the Civil Service success profiles framework and how they are assessed please click here.

Use The STAR Method To Structure Your Examples:

• Situation: Briefly describe the context.
• Task: Explain what you needed to achieve.
• Action: Focus on what you did, how you did it, and why (use “I”).
• Result: Share the outcome, including impact, results, and any lessons learned.

Keep Situation and Task concise and focus on Actions and Results.

Job Title: Executive Officer– Fleet Engineering

Job Grade: EO

Job Location: Burton on Trent, Staffordshire. DE14 3EG

Contract Type: Permanent

Business Area: Ministry of Justice Commercial

Working Pattern: Full-time

Number of Posts: 1

Please 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 3EG

The 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