Vital Power Group
People & Business Administrator
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Vital Group Overview
Vital Group is one of the fastest growing providers of critical power support solutions and EV charging infrastructure in the UK. Our vision is to become the most trusted turnkey solutions partner within our respective markets, and we will do this by re-setting customer service benchmarks and transforming customer expectations with honesty, integrity, and passion.
Our work is delivered by a team of well trained, equipped, and motivated Engineers, supported by a 24/7/365 Operations capability, and led by a diversely skilled Leadership Team.
Vital Group expects all its employees to act as ‘co-owners’ of the business, and to always put safety first, followed closely by customer satisfaction and commercial success. Our values are ones that promote the best behaviour and team ethics, and we believe that this requirement will drive profitable growth and make Vital Group a fantastic place to build a career.
Standard working hours are Monday to Friday, 8:00am to 4:30pm (30-minute lunch). The role will be based at our Chester office, 5 days per week.
Job Overview - People & Business Administrator
To provide efficient administrative support across the business, with primary responsibility for coordinating and maintaining the Group's fleet management activities, alongside providing administrative support to the HR function.
The role will help ensure fleet vehicles are managed effectively throughout their lifecycle, from new vehicle orders and leasing arrangements through to maintenance, repairs, and off-hire.
It will also support the smooth delivery of HR processes, including recruitment, onboarding, employee records, and contractual documentation.
Key Responsibilities and Duties
Fleet Support
- Coordinate the end-to-end administration of the Group's vehicle fleet, maintaining accurate and up-to-date vehicle records, files and documentation.
- Liaise with drivers, garages, dealerships and leasing companies to arrange MOTs, servicing, routine maintenance, repairs and inspections, ensuring vehicles remain roadworthy and any issues are followed up promptly.
- Manage vehicle lease agreements, renewal dates, contract end dates and mileage allowances, ensuring key dates and required actions are monitored in good time.
- Coordinate the ordering of new vehicles, liaising with leasing companies and suppliers to manage delivery arrangements and ensure vehicles are fully equipped and ready for the driver, including any required accessories, equipment or modifications.
- Arrange tow bar installations, vehicle modifications and other driver-specific vehicle requirements.
- Organise hire vehicles where required, including bookings, extensions, collections and returns.
- Support the administration of vehicle breakdowns, accidents and damage, coordinating repairs and liaising with relevant parties to resolve issues.
- Coordinate the return of vehicles when leases come to an end, including arranging collections, completing off-hire requirements and ensuring vehicles are returned within the required timescales.
- Maintain accurate and up-to-date vehicle files, ensuring relevant documentation, maintenance records, lease information and compliance details are recorded and accessible.
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People Support
- Assist with the preparation and publication of job adverts across appropriate recruitment platforms & support the initial screening of applications and candidates.
- Coordinate interview arrangements, including diary management, candidate communication and interview logistics.
- Assist with onboarding administration, including issuing and tracking new starter documentation and ensuring relevant records and systems are updated.
- Support the preparation and administration of employment contracts, offer letters and contractual amendments.
- Maintain accurate employee records and ensure HR systems are updated to reflect changes to employee details, roles, salaries, working arrangements and reporting lines.
- Assist with maintaining and updating organisational charts to reflect changes in the business structure and reporting arrangements.
- Support employee offboarding, including the preparation of relevant documentation, coordination of exit administration and completion of employee record updates.
- Monitor office supply levels and arrange orders for stationery and other office essentials as required.
- Coordinate meeting arrangements, including preparing and distributing agendas and schedules, booking meeting rooms, and organising refreshments or catering for employees and visitors.
- Arrange business travel, including booking train tickets and hotel accommodation, and sending confirmation details and itineraries to relevant employees.
- Handle confidential and commercially sensitive information appropriately.
- Identify opportunities to improve administrative processes, record keeping and coordination.
- Undertake other reasonable administrative duties appropriate to the role and level of responsibility.
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Specification
Criteria - Education, Qualifications & Experience
Essential:
- Previous experience in an administrative, coordination or support role.
- Strong organisational skills, with the ability to manage multiple priorities and deadlines.
- Excellent attention to detail and a methodical approach to record keeping.
- Confident communication skills, with the ability to liaise professionally with employees, managers and external suppliers.
- Good IT skills, including Microsoft Office and the ability to maintain accurate information across business systems.
- Ability to handle confidential information with discretion and professionalism.
- Flexible and adaptable, with a willingness to support different functions across the business.
Desirable:
- Experience in fleet administration, vehicle leasing, maintenance coordination or transport administration.
- Experience supporting HR administration, recruitment or employee lifecycle processes.
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