Officer (Fleet) and
Technical Support
Officer (Technical Services) / Post No’s
Line Manager / Fleet Contracts Manager or Equipment Contracts
Manager / Location / Headquarters, Shrewsbury
Directorate / Resources / Section / Fleet or Technical Services
Scale / Grade 4
Hours / 37 hours per week / Status of Post / Permanent
1Job Purpose
1.1To support the Fire and Rescue Service generally, and the Resources team in particular. Supporting the supply and maintenance of appliances, equipment, workwear, office supplies and janitorial supplies, either directly or through supply and maintenance contracts.
1.2To provide technical and administrative support to the Resources department.
2Major Tasks
2.1Maintain records to demonstrate legal compliance. For example, vehicle taxation and insurance, equipment and PPE testing records.
2.2Purchasing and establishment and day to day management of minor contracts, including ordering stores or equipment, receiving goods and making payment.
2.3Manage stores by ensuring adequate supplies are available whilst minimising stock holdings and capital investment.
2.4Plan and implement appliance and equipment service schedules in accordance with Service policies.
2.5Receive reports of defects, action repairs, monitor progress and maintain records, liaising with other departments, external parties and insurance companies as appropriate.
2.6Provide technical and administrative support to the Resources department, or directly to vehicle and equipment users.
3Job Activities
3.1Maintain Records
a)Identify records required to ensure and demonstrate legal compliance, and to supportuser confidence.
b)Manage records using management systems.
3.2Purchasing and Management of Supply and Service Contracts
a)Identify and appoint suppliers in accordance with the services procurement policies and delegated authorities.
b)Maintain contacts with suppliers to ensure equipment/supplies meet deadlines.
c)Issue instructions for supply of equipment and stores using procurement systems or credit cardswithin their delegated authority, or as instructed by budget holders.
d)Process invoices and report on budgetpositions.
e)Co-ordinate attendance by service contractors.
f)Manage equipment/supplied related queries from Service personnel.
3.3Manage Stores
a)Manage stock levels to maximise equipment availability, whilst minimising stock levels and capital investment. Order stores and specialist items as required.
b)Maintain communication with users to ensure satisfaction with the service provided.Arrange deliveries to users.
c)Using computerised systems, maintain records of issues, receipts and usage.
d)Arrange courier services
3.4Plan and implement appliance and equipment service schedules
a)Following existing Service policies, established planned maintenance programmes.
b)Implement systems and maintain records to ensure compliance.
3.5 Receive Reports of Defects and Action Repairs
a)Receive and record reports of vehicle, building and equipment defects or maintenance needs.
b)Arrange collection, repair and issue of replacement equipment.
c)Maintain records to demonstrate compliance.
3.6 Technical and Administrative Support
a)Respond to queries both from other departments within the service, and from suppliers and contractors.
b)Carry out day-to-day administrative tasks within the department and maintain records.
4Other Tasks
4.1To ensure that the Brigade policies on equality and diversity at work are implemented, monitored and adhered to at all times, in order to achieve a working environment that promotes equality and diversity. Be sensitive to the feelings and needs of others.
4.2To support the organisation in embedding the ‘core values’, strategic aims and corporate objectives.
4.3To ensure all duties are carried out in accordance with the Authority’s IT Security Policy.
4.4To comply with the Health and Safety responsibilities set out in Appendix A to this job description.
4.5To assist in the implementation of the Authority’s Service Plan and in the achievement of the objectives for the Authority as a whole.
4.6Ensuring information is securely maintained and treated confidentially in accordance with Service policy, the Data Protection Act and other Information Acts.
4.7To make an effective contribution to the corporate aims of the Fire Authority.
4.8Maintain proper administrative procedures and records in accordance with service policy, orders and instructions including documenting and recording work activity.
4.9Ensure that any defect of service premises, accommodation, furnishings, vehicles fixtures and fittings are reported in accordance with specified procedures.
4.10To become involved in and to respond effectively to the changing requirements of the Authority.
4.11To carry out other such duties as may be directed, proportionate with the grading of the post.
5Job Overview
5.1Range and Scope
Within Workshops, the postholder will be responsible for the administration of a range of contracts suppliers and equipment covering assets including heavy vehicles, light vehicles and officers’ cars, vehicle parts, specialist workshop tools and equipment, hydraulic rescue equipment, ladders, electrical equipment,boats, trailers, and water equipment including pumps, standpipes and braches.
Within Technical Services, the postholder will be responsible for the administration of a range of contracts suppliers and equipment covering assets includingbreathing apparatus, protective clothing and equipment, specialist electrical equipment, uniform and workwear clothing, rescue equipment and tools, hoses, lighting and battery equipment, lifting and lines safety, environmental protection and consumables including first aid, medical, cleaning and welfare products.
Within the wider department, equipment managed includes buildings, electrical and mechanical installations, facilities equipment, including photocopiers and furniture, and hydrants.
Both potholders will be required to maintain an overview of all equipment areas and provide cover and support to Contract Managers, as required.
5.2Knowledge and Skills
The post holder requires analytical, problem solving or creative skills. Keyboard skills are integral to the main duties and the ability to drive is necessary to undertake the full range of duties. An LGV licence would be advantageous, but is not essential.
5.3Demands
Whilst there are recognised laid down procedures covering all main activities, the post holder is not given instructions which define how all the main tasks are to be carried out.
5.4Responsibilities
The post holder is personally responsible forbudgetary spend within their delegated authority. The main responsibilities are for legal compliance of asset records and stock management.
6Analysis of Performance Requirements and Conditions
6.1Contacts
Regular contact will be made with all levels of Fire Service employees and management. Contact will also be made with a range of outside bodies, including contractors and suppliers.
6.2Decisions and Recommendations Made
The post holder is expected to make routine decisions without detailed reference to management.
6.3Supervision
The Vehicle or EquipmentContracts Managers are the line managers for the post holders. The post holder will have a range of tasks and a varying workload, and must manage this without direct supervision.
7Complexity
7.1Although there is an element of routine work, the service will be continuously reviewing the way in which it purchases many supplies. The post holder will be required to assist in the development of, and subsequently support, changes to systems.
8Conditions of Service
8.1The post is Grade 4 and subject to the Conditions of Service specified by the National Joint Council for Local Government Services as amended from time to time.
8.2The post is based atFire and Rescue Service Headquarters, St. Michael’s Street, Shrewsbury.
8.3The appointment is permanent and full time for 37 hours weekly based on normal office hours, currently 08:45 to 17:00 Monday to Thursday (16:00 on Fridays) with a 40 minute lunch break. A flexible working hours scheme is in operation and participation in the scheme is at the discretion of the Chief Fire Officer.
8.4This post carries eligibility to join the Local Government Superannuation Scheme. Information about this and other pension options will be enclosed with any formal offer of appointment.
8.5Annual holidays will be at the rate of 23 working days with further days for those with five years plus service, plus an additional discretionary day as determined by the Authority from time to time. Bank Holidays also apply.
8.6The appointment is subject to one month's notice on either side.
8.7The appointment is subject to the satisfactory completion of a six-month probationary period for new entrants to Local Government service.
8.8Shropshire Fire and Rescue Service operates a total ban on smoking at work.
/ 1 / 12/16Safety Responsibilities Appendix A
TECHNICAL SUPPORT OFFICER
Reporting to the Vehicle Contracts Manager or Equipment Contracts Manger the Technical Support Officers are responsible for,
- Implement the Brigade health and safety policy within your area of responsibility.
- Ensure compliance with all safety precautions that apply to your area of control, including regulation of contractors.
- Develop and implement safe systems of work for tasks specific to your area of control, including (but not limited to):
-Display Screen Equipment
-lone working
-manual handling activities
-Working at height
- Ensure compliance with all legal requirements for the areas under your control including (but not limited to):
-safe use of fixed and portable electric equipment
-safety training for staff
-control of hazardous substances
- Ensure that access to brigade premises under your control by visitors is limited to safe areas.
- Ensure risk assessments for equipment, tasks, premises and manual handling activities are conducted, regularly reviewed and compliance with any further control measures identified.
- Foster and maintain a positive safety culture.
- Monitor work activities to confirm compliance with Brigade safety standards and training inputs.
- Report accidents, near misses and dangerous occurrences that occur to your staff or other persons on premises that you control.
- Report to your line manager any shortcomings in the Brigade’s safety management system that you cannot solve yourself.
- Conduct regular workplace inspections of the workshop and stores facilities.
/ 1 / 05/08
Person Specification
Essential / Desirable / Method of AssessmentQualifications (or equivalent skills)
/ 3 GCSE’s at Grade C or above to include Maths and English, or equivalent. / Application formInterview
Work Experience
/ Experience of working in at least one of the areas listed in desirable. / Experience in the following:- Customer services
- Procurement or contract administration.
- Management of stores.
- Vehicle service management or reception.
- Management of protective equipment,
Interview
Skills
/ Knowledge of IT software, including computer based communication systems is essentialMust have clear written and verbal skills / Microsoft Word and Excel.
Microsoft SharePoint. / Interview
Job related tests
Personal Qualities / Must be understanding and supportive to the needs and concerns of vehicle and equipment users
Must be supportive to the needs of other team members and be willing to offer assistance across a range of other activities. / Application form
Interview
Other / Must be able to work flexibly to meet changing work load requirements.
Must possess a full driving licence / Possession of an LGV, Class C licence / Application form
Interview
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