Fleet Support Officer

Position Summary

As the Fleet Support Officer, you will report directly to the Fleet Support Supervisor/Manager and indirectly to the Fleet Manager.   

You are responsible for ensuring sub-contractor compliance including but not limited to ensuring all sub-contractors have valid insurances and credentials. You must use Undivide to record and track sub-contractor credentials such as licence, registration, insurance and visa expiry dates and escalate all critical non-compliances to your Manager and relevant Departments without delay. You are responsible for ensuring that all administrative aspects of the Fleet Management Department are accurate at all times. You may also be required to assist the Fleet Relations Officers with the on-boarding of all new sub-contractors.

1.    Selection Criteria

1. Essential

• Acute self-appreciation
• Integrity
• Effective time and task manager
• Initiative
• Champion of continuous quality improvement
• Powerful and effective communicator
• Compliance orientated
• Technologically adept, with a good understanding of Microsoft Office Suite
• Strong organisational awareness
• Leadership courage
• Keen lateral thinker
• Constructive impact and influence
• Direction setting
• Conflict Resolution
• People focused
• Ability to interpret documents
• Attention to detail and accuracy

1.2    Desirable

• Breadth of compliance experience
• OHS Knowledge
• Transport industry background

2.   Key Responsibilities and Tasks

2.1    SUB-CONTRActoR RECRUITMENT AND On-boarding

• Assist the Fleet Recruitment Officer with the on-boarding of all new sub-contractors
  • Ensure all sub-contractor files are created and completed accurately upon induction, in accordance with the New Driver Checklist
  • Assist sub-contractors in completing all required paperwork including but not limited to the Sub-Contractor Details Form and Sub-Contractor Agreement
  • Ensuring that all sub-contractors are accurately setup in Transport Management System (“TMS”) and Undivide prior to their commencement date. You are required to make sure that the information recorded is current and accurate
  • Assist sub-contractors and employees of sub-contractors in understanding the  Undivide Online Policies and ensuring they complete the assessment, before engaging in any services on behalf of the Company.
  • Ensure all sub-contractors, and employees of sub-contractors participate in and complete the Practical Driver Training facilitated by the Fleet Training Officer before engaging in any services on behalf of the Company. You must assist in facilitating this training where required. On completion the sub-contractor must execute the relevant Ancillary Signing Page
  • Ensure all sub-contractor credentials and insurances are valid and appropriate for the services the sub-contractor will be engaging in, including:
    • Licence(s);
    • 100 Points of ID;
    • Right to work in Australia/ Visa documentation;
    • ABN Details;
    • Vehicle Registration;
    • Motor Vehicle Insurance;
    • Public Liability Insurance (including ensuring the appropriate deductions are applied in TMS if applicable);
    • Goods in Transit Insurance (including ensuring the appropriate deductions are applied in TMS if applicable); and
    • Workers Compensation Insurance (if applicable)
  • Ensure that the equipment (i.e. PDA and radio) allocated to the sub-contractor is recorded in the  Undivideasset register
  • Assist sub-contractors and employees of sub-contractors in completing a police check, where required
  • Organise Safe Work Method Statement (SWMS) training with the Contracts Department for sub-contractors and employees of sub-contractors, where required
  • Assisting sub-contractors with all third party inductions where required by our customers
• Ensure all completed files are given to another member of the Fleet Department for a secondary file check within 1 day of completion

• Maintain a register for sub-contractors on vehicle rental agreements, ensuring that a copy of the entire rental agreement is saved in the Undivide and kept in the sub-contractor’s file

You must record the expiry date of the vehicle rental agreement as the registration and motor vehicle expiry date in Undivide

• Day to day Fleet representative for OHS
• Fleet point of contact for Incident Management and responsible for maintaining the incident register
• Conducting required incident investigations within a timely manor

2.2    SUB-CONTRACTOR Compliance

• Ensure all sub-contractor files are updated and compliant, maintaining an overall compliance rate of 90% or above at all times
• Perform a minimum of five (5) initial sub-contractor files audits per week, recording non-compliances in the Sub-Contractor File Audit Spreadsheet
• Rectify all critical non-compliances within one week of the initial audit. To achieve this you are required to:
  • Liaise with sub-contractors via phone, email and face to face meetings to communicate the requirements for compliance;
  • Schedule times that the sub-contractor must attend base to rectify any non-compliances;
  • Obtain promise dates from the sub-contractor that they will supply any expired or invalid credentials; and
  • Document all communication with sub-contractors in the Notes tab of Undivide
• Perform a minimum of five (5) secondary audits per week for files that have had non-compliances rectified. Any further non-compliance should be rectified within one week of the secondary audit. Once a file is compliant, you must record the date of compliance in the Sub-Contractor File Audit Spreadsheet
• Ensure 100% of sub-contractors have a Right to Work in Australia. You must investigate sub-contractors with a questionable Right to Work or Visa restrictions and escalate to your Manager and the relevant departments without delay
• Ensure ABN details on all Sub-contractor Agreements are active and accurately recorded on the TMS and Undivide
• Ensure all sub-contractor details and credential/insurance information in the TMS and Undivide are accurate and up to date at all times
• Escalate any critical non-compliance to the relevant departments, including but not limited to the Courier, Taxi Trucks and Contracts Departments by no later than 4pm. The escalation must include:
  • An explanation of the non-compliance;
  • The risk the non-compliance poses to the Company, driver or the public;
  • Any contact made to the sub-contractor and attempts to rectify the non-compliance;
  • The sub-contractor response; and
  • Any other relevant information
• Ensure you have a comprehensive understanding of all Sub-Contractor Policies including but not limited to: 
  • Manual Handling;
  • Load Restraint;
  • Chain of Responsibility;
  • Fatigue Management;
  • Dangerous Goods;
  • Escalation Process; and
  • Customer Service

You must ensure that sub-contractors with invalid or expired credentials, insurances, right to work in Australia, Sub-contractor Agreement or sub-contractors that have not been provided with the required training, do not perform services on behalf of the Company until the non-compliance is rectified

• Assist the Human Resource and Risk Department with annual sub-contractor audits, as required
• Review the PowerBI credential report to identify sub-contractors with credentials and insurances due to expire within the next month
  • For sub-contractors with credentials or insurances due to expire within two (2) weeks, you must call the sub-contractor notifying them of the upcoming expiry;
  • For sub-contractors with credentials or insurances due to expire within one (1) week, you must call the sub-contractor reminding them of the upcoming expiry and confirm that the Company will cease to offer any services once the credential or insurance is expired or until they provide updated and valid credentials or insurances;
  • Notify the relevant Departments, including but not limited to the Courier, Taxi Trucks and Contracts Departments by no later than 4pm the day prior to the expiry explaining that the sub-contractor cannot work the following day;
  • Confirm that the sub-contractors not permitted to engage in services have not been allocated any jobs; and
  • Ensure all communication with sub-contractors relating to credentials or insurances is accurately recorded in the Notes tab of Undivide  
• Review the Operations Feedback Report and follow up sub-contractor compliance issues
• Ensure that Fleet Management Standard Operating Procedures in relation to sub-contractor compliance are accurate, up to date and in line with Legislation and Company Policies

2.3    Driver liaison

• Ensure that all communication with sub-contractors is recorded accurately in the Notes tab of Undivide against the relevant sub-contractor ensuring that any notes recorded can be understood by someone external to the business. You must ensure you capture all key information for all events including but not limited to:
  • Accidents, incidents and near misses;
  • Absenteeism;
  • Lateness/poor time management;
  • Failure to follow instructions;
  • Conversations relating to instances logged in the Feedback Report;
  • Client Feedback;
  • Pay queries, advances, questions/queries;
  • Credential follow ups; and
  • Any performance management related conversations.
• Ensure that the contents of notes placed in theUndivide include the following detail as a minimum:
  • Reason for the phone call / non-compliance, citing job numbers and dates (where possible);
  • What is required for compliance, or what action is to be taken following the phone call;
  • The date for compliance/action;
  • What will occur if compliance/action is not met by the deadline date;
  • Sub-contractors response; and
  • Anything else that is relevant

2.4 Asset Management 

• Ensure all sub-contractors are fully uniformed with identification tags, personal protective equipment, PDA, and equipped with the appropriate manual handling and load restraint equipment for their vehicle type
• Maintain the sub-contractor uniform register ensuring it is accurate and up to date at all times
• Maintain the Asset Register accurately, capturing any changes to equipment and their status
• You must ensure that all sub-contractor equipment (i.e. PDA’s and radios) is accounted for in Undivide.  This means that if equipment is given to a sub-contractor it must be allocated to the respective sub-contractor in Undivide ensuring that the serial number of the equipment and the serial number recorded in the Undivide are the same
• Organise and manage sub-contractor radio installation and de-installations abiding by company policy with respect to suppliers and asset management
• Supply and install sim cards and issue PDA equipment as instructed by your Manager 
• Ensure all sub-contractors are provided with the “Guidance Note – Proper use of a mobile device as a Driver’s Aid” document 
• Ensure all sub-contractors in-vehicle equipment is returned upon contract termination
• Manage terminated sub-contractors and ensure:
  • Relevant information including but not limited to their sub-contractor file is archived as instructed by your Manager;
  • Change the status of their Undivide profile to Inactive
  • The TMS and Undivide are updated to reflect the termination;
  • The charge up costs are applied where required; and
  • Ensure all sub-contractors equipment is returned upon contract termination. Where the sub-contractor does not return the company equipment, you must ensure the cost of unreturned equipment as outlined in the Sub-Contractor Equipment is charged unless otherwise instructed by your Manager

2.5    general RESPONSIBILITES

• Mediate with sub-contractors to reach mutually beneficial outcomes
• Implement and perform any other administrative duties required to properly manage the Fleet Management Department
• Ensure all incidents and/or near misses are recorded and reported as per group policy and legislation. You must ensure the work and environment our sub-contractors work in is safe and without risk to health
• Actively Identify new procedures and processes to improve the sub-contractor on-boarding and compliance process
• Assist with the fleet attendance report as required by your Manager
• Attend one on one meetings with your Manager as required
• Effectively communicate with colleagues and sub-contractors
• Advocate co-operation with other departments
• Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous
• Ensure you are logged into the phone system and be available to accept overflow calls from the Customer Service Department. You are to only use the “Make Busy” telephone option for breaks and for the purpose of completing work-related tasks
• Assist with any reasonable tasks requested by your Manager
• Notify your Manager if you require additional training as soon as practicable
• Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage
• Ensure compliance with Capital Transport Group’s Company Policies at all times
• Ensure compliance with the Work Health and Safety (WH&S) responsibilities as outlined in section 3

3.   Work Health and Safety (WH&S) Responsibilities

All staff are responsible for the following safe work procedures and instructions:

3.1       Employees must

• Cooperate with the Capital Transport Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
• Undertake all relevant training to carry out your responsibilities in line with CTG’s policies and procedures and legislative requirements;
• Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
  • Load Restraint;
  • Mass and Dimension;
  • Fatigue;
  • Speed; and
  • Vehicle Standards. 
• Ensure that any potential or actual breaches of CTG policies and procedures are reported immediately to their Manager;
• Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
• Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

3.2       Supervisors are responsible for

• Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CTG’s policies and procedures and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CTG policies and procedures and escalating to the Manager and relevant key stakeholders;
• Assisting with any efforts undertaken by the Capital Transport Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;

3.3       Managers and Section Heads are responsible for

• Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CTG policies and procedures, and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CTG policies and procedures;
• Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
• Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.