CPC Drive Fleet Administrator

Job overview

The CPC Drive Fleet Administrator provides a high-quality fleet administration and customer service function for NHS and partner organisations. The role supports drivers, managers, suppliers and clients throughout the vehicle lifecycle, ensuring accurate quotations, orders, records, financial processing and advice in line with client policies, legislation and CPC Drive service standards.

Main duties of the job

The postholder will deliver responsive fleet administration and customer support across multiple client organisations. They will prepare accurate vehicle quotations, source best-value options, place and monitor vehicle orders, maintain fleet records and respond to driver, manager and supplier queries. The role will process and reconcile invoices, salary deductions, mileage information, vehicle taxation and motoring notices; provide advice on vehicle choice, costs, tax implications and client fleet policies; and ensure that data is accurate, secure and handled in accordance with information governance requirements. The postholder will use Jaama, ESR, Oracle, the CPC Drive portal, Fleet Desk, the Motor Insurance Database, Microsoft Office and other web-based systems, producing accurate reports and management information for internal teams and clients. Working independently within agreed procedures, they will prioritise competing deadlines, resolve non-routine issues, maintain effective stakeholder relationships and contribute to improvements in fleet systems, processes and service delivery.

Detailed job description and main responsibilities

• Provide a professional, responsive customer service to drivers, managers, clients, dealerships, leasing companies, delivery drivers and other stakeholders, including handling complex, sensitive or challenging enquiries appropriately.
• Prepare accurate and complex vehicle quotations, including relevant benefit-in-kind tax, National Insurance, pension and VAT calculations, and explain available options so employees can make informed decisions.
• Source vehicles from multiple suppliers, analyse options and identify the best overall value for money while considering safety, reliability, fuel economy, emissions, lead times and client requirements.
• Place and monitor vehicle orders on behalf of client organisations and employees, ensuring the correct client terms, conditions and fleet policies are applied.
• Provide informed advice on vehicle choice, fleet policies, business and private mileage, vehicle taxation, salary deductions, early terminations and other changes affecting individual arrangements.
• Maintain accurate and secure records across Jaama, ESR, Oracle, the CPC Drive portal, Fleet Desk, the Motor Insurance Database and other web-based systems.
• Produce, analyse and verify management information and detailed reports using Jaama reporting tools and Microsoft Excel for internal teams and clients.
• Assist with the verification, reconciliation and timely processing of invoices, vehicle rentals, payroll deductions and other fleet-related financial information.
• Process notices of intended prosecution, bus lane contraventions and parking fines accurately, identifying issues requiring escalation.
• Liaise appropriately with HMRC, DVLA, the police, suppliers and partner organisations, applying data protection, confidentiality, information governance and Freedom of Information requirements.
• Assess vehicle roadworthiness and damage or defects, applying relevant vehicle knowledge and BVRLA fair wear and tear guidance.
• Monitor workload and deadlines, including month-end, year-end and HMRC requirements, switching effectively between tasks while maintaining accuracy.
• Support the promotion of fleet schemes and provide clients with up-to-date information on scheme and grey fleet activity.
• Develop and maintain effective working relationships across CPC Drive, the wider Trust, client organisations and external agencies, escalating workload pressures or sensitive issues to the line manager.
• Contribute to the development of fleet systems, procedures and working methods, keeping up to date with relevant legislative changes and identifying opportunities to improve efficiency and service quality.
• Work proactively and independently within Trust and departmental policies, managing priorities to meet corporate objectives and deliver a reliable service.