Apprentice Fleet Administrator

Summary

We are looking for the ‘right person’ to become a key member of our team, working in all areas of fleet administration in the vehicle rental market. We need an individual with a positive work ethic and customer service focus who wants to develop strong administration skills within a friendly team environment. This is an office based role.

Annual wage: £18,400 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday to Friday, 9.00am to 5:30pm.
37 hours 30 minutes a week
Possible start date: Monday 24 February
Duration: 1 year 3 months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

A wide range of administration tasks, including but not limited to the list below. Additionally, the role includes liaison, via phone and email, with customers and suppliers.

Raise and administer rental and fleet documentation using our specialist IT Management System, (Key2). For example: Customer Application Forms, Credit Line Proposals, Master Hire Agreements, Vehicle Order Forms, Vehicle Schedules, Insurance Certificates, etc
Run, review and distribute internal and customer reports, e.g. Vehicle Stock Reports, On Hire Reports, Mileage Reports, Credit Line reports, etc
Liaison with vehicle suppliers and third-party service agents for: vehicle service/maintenance, breakdown/recovery services, vehicle defleet and disposal, trackers, fines, etc
Monitor vehicle stock and update FRS team on stock availability
Handle customer and prospect enquiries. Identify and follow up customer service and pricing queries
Sales administration, including; mailshots, creation of prospect lists, system updates, etc
Manage, (i.e. receive/dispatch, store and record), vehicle spare keys and book packs
Support on-site meetings, (i.e. meeting room preparation, etc).

Where you’ll work

3 Redman Court

Bell Street

Princes Risborough

Bucks

HP27 0AA

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

BUCKINGHAMSHIRE COUNCIL

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

As part of this role, you will undertake a level 3 apprenticeship in Business Administration. You will have the opportunity to learn within your role and through other experienced team members. Your training will be completed online with a dedicated tutor who will support you in your studies. You will be given the equivalent of one day a week to work on your apprenticeship training.

The training you will be completing as part of the Level 3 Business Administrator apprenticeship standard includes:

Record keeping and document production
Stakeholder engagement and analysis
Legislation and Regulations; PESTLE analysis
Risk analysis and management; Change management; Decision making
Interpersonal skills; Business communication skills; Presentation skills; use of social media in Business
Project management
Finance – budgeting, invoice processes
Continued professional development
End-Point Assessment (EPA)

Requirements

Essential qualifications

GCSE in:

English (grade 6 or above)
Maths (grade 6 or above)

A Level in:

. (grade .)
. (grade .)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Administrative skills
Analytical skills
Team working

Other requirements

When completing your application ensure you include any transferable skills and work skills relevant to the role, to include IT and software packages.

About this company

Flexible Rental Solutions, (FRS), specialise in providing fully equipped LCVs and cars to the infrastructure industry, (Construction, Civil Engineering, Utilities, etc); transport industry, (Rail & Highways); public sector, (Housing Associations, Councils, etc); and telecommunications sector – and many more. We offer unrivalled fleet supply and industry leading customer advice, service and support. Our vehicles are supplied and managed nationwide. FRS are part of the LCVR (Local Car and Van Rental), group of companies established in 2006 supplying vehicles – and related services – to various fleet and rental sectors across the UK.

https://www.flexiblerentalsolutions.co.uk/ (opens in new tab)

After this apprenticeship

On successful completion of the apprenticeship, you will join the FRS team as a full-time employee.

Ask a question

The contact for this apprenticeship is:

BUCKINGHAMSHIRE COUNCIL

Anne Snell

Anne.Snell@Buckinghamshire.gov.uk

The reference code for this apprenticeship is VAC1000296162.

Apply now

Closes in 17 days (Friday 7 February at 11:59pm)

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