Service Administrator (Transport)

North Ayrshire Council

This vacancy is no longer advertised

As an active workshop office based administrator you will undertake tasks and processes of the Transport function with a quality and on time based mentality, you will contribute to ensuring that the workshop service office function is safe, productive, efficient, and proactively supports our own frontline processes and operations. This means performing as part of a team at their best in an environment where demands are constantly changing and budgets controlled.

You will work as part of a supportive team and be the principal liaison between the workshop floor and the workshop administration. You will seek to maintain and exceed legal compliance and providing administration support to our workshop, ensuring data accuracy and integrity at all times.


Corporate Responsibilities

To undertake individual role in line with the Council's Strategic Priorities and in compliance with the Council's corporate policies and procedures. To undertake any other reasonably required duties as instructed by Management or someone acting on their behalf, in addition to the role specific tasks & responsibilities detailed below.

Role Specific Tasks & Responsibilities

Your principal duties will be;

With a core focus on standards ensure all workshop related processes, policies and procedures are adhered assist and review revisions to these providing suggestions to the service. You will operate the day to day service office operations and functions to receive asset defect reports from our users, manage day to day communications and queries, raising job cards, job details and defects for allocation to Supervisors. Work and manage process and compliance KPI's Maintain asset service schedule and intervals Administer workshop data and paperwork Manage the storage delivery and collection of assets. Verify check and close job cards, upload inspection sheets and compliance data. Perform tachograph administration Administration processes for licence renewals, Absence management reporting Partake in rotered fuel dip audits Booking process for MOT's/Taxi/Private Hire vehicles Any other asset compliance based tasks as required. Respond to staff/user queries and ensure productivity and efficiency levels are maintained When communicating with our internal and external partners you will maintain the highest professional standards and aim to maintain and continually strengthen those relationships. To support your principal duties you will also be required to perform the following responsibilities Co-ordinate with the supervisors in overseeing the daily smooth running of the job process through allocation and co-ordination of work schedules Attend and contribute to regular meetings as arranged. Such meetings will include items such as workload planning, productivity management, business targets and KPI's Share and contribute to the combined objectives and performance targets delivery of the service and appropriate business KPI's. You will be provided with access to IT equipment and our Fleet Management System, the system will consist of two elements, the first to provide information and historical data to support your role, the second element will be specific lists and KPIs which you will be expected to work and maintain and will change as the business and system develops. Undertake any other duties that management may request






Education and Qualifications


Relevant vocational qualification (e.g. 3 'O' Levels, SVQ level 2, or equivalent) Chartered Institute of Logistics & Training Level 2 Application Form Interview


Experience in the use of Microsoft Office packages and equivalent software Experience in the use of computerised management systems Proven experience of vehicle servicing administration duties Experience working in a customer facing service based environment Application Form References Interview

Specialist Knowledge

Knowledge of Fleet Management Knowledge of Road Traffic legislation


Application Form Interview Pre/Post-Interview Check (if appropriate)

Skills and Abilities

Telephone, computer & keyboard skills Effective verbal & written Communication & Customer Care skills Experience of working methodically under pressure to tight deadlines Very good organisational skills Application Form References Interview


Self-motivated Flexible approach to job and willing to learn. Availability to work overtime as and when the job demands Work on a shift basis The ability to interpret data and problem The ability to understand the Council's vision, goals & strategies The ability to understand, interpret, policies & procedures Driving Licence category b Application Form Interview Pre/Post-Interview Check (if appropriate)

Staff Values & Behaviours

North Ayrshire Council uses behavioural based approach throughout the recruitment process. Our staff values of Focus, Passion & Inspiration will be explored for this vacancy.

Further information on how to complete behaviour based application form questions is available on the Council's website.




We put our customers first

We understand the bigger picture


Provide excellent customer services Meet and where possible exceed the expectations of internal and external customers. Understand the performance levels and standards required within our own role and strive to achieve and where possible exceed these. Know how the work we do fits into the overall performance of the Council.


We take pride in the jobs we do

We are ambitious for our community

Take ownership of our own actions and performance. Reflect on the work we do and consider how it could be improved. Have a positive impact on the lives of our customers and their communities. Push the boundaries to help our customers and communities realise their potential.


We all look for better ways to deliver our services

We achieve the best results together

Find new ways to deliver improvements, efficiencies and value for money. Embrace change with enthusiasm and creative ideas. Work together and creatively produce the best outcomes for our customers and communities. Plan all activities with the end goal in mind. Additional Information


For your information if this post requires references you will be notified of further details if you are successful in gaining an interview. Not providing relevant references when requested may delay the outcome of the interview process.

Applications must be made online at

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