Job vacancy: CPC Drive Fleet Administrator, Leeds and York Partnership NHS Foundation Trust, Sheffield

Job summary

Main area: CPC Drive
Grade: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 173-54126-COR

Employer: Leeds and York Partnership NHS Foundation Trust
Employer type: NHS
Site: Don Valley House
Town: Sheffield
Salary: £28,392 - £31,157 Per Annum
Salary period: Yearly
Closing: 16/10/2026 23:59

CPC Drive Fleet Administrator

Band 4

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.

Person specification

Skills

Essential criteria

Full UK Driving License – eligible to drive
Deals with conflict when challenging customers and the internal business.
Meets tight deadlines in a fast-paced dynamic environment with consistently high levels of performance.
Highly IT literate in Microsoft applications, development of CRM and project management systems, contract and compliance monitoring tools

Understanding

Essential criteria

Understanding and experienced in the concept of collaboration and how it can be practically applied to deliver real results.

Knowledge

Essential criteria

. Well-developed knowledge and experience of: • The Public Sector Landscape across England, Wales, Scotland, and Northern Ireland • Sales and Marketing • Account Management and customer service

Values

Desirable criteria

Tell us about a time when you spotted something small going wrong and did something to stop it becoming a bigger issue.
Tell us about a time when you realised a colleague or someone you know needed a bit of support and you offered to help.
Tell us about a time when you showed someone kindness or understanding.

Applications are welcomed from candidates who wish to apply for a position based on a smarter (Hybrid) or flexible working arrangement. Where candidates are successful at interview, flexible working arrangement requests will be taken into consideration and may be accommodated where the needs of the service allow.

Fixed Term Contracts for existing NHS Employees – temporary contracts for employees of LYPFT, or colleagues joining from another NHS Trust, will be offered on a secondment basis wherever possible. In the event this is not possible, an FTC would be issued and this would require a break in service of two weeks.

The purpose of a temporary is role could be for maternity cover, temporary funding or some other reason. At the end of which the need for the temporary work will cease. Temporary roles can stop, be extended and/or made permanent at any point during the period of work. Should the role become permanent then the post-holder will be informed of the process to be followed to convert the position to a permanent one.

All new employees are required to subscribe to the DBS Update Service.

Patient Safety is a priority at LYPFT with a focus on system-based improvement and creating opportunities for learning. We will ensure compassionate engagement with all those involved in an incident and all incidents are met with a proportionate response. LYPFT is committed to upholding its’ statutory responsibilities in relation to safeguarding adults and children. Please refer to job description for further information.

LYPFT is a member of the Disability Confident scheme and is committed to providing a fully inclusive and accessible recruitment process.

As part of the Trust's commitment to its Gold Standard Armed Forces Covenant status, members of the Armed Forces Community are entitled to a guaranteed interview subject to meeting the role criteria.

We welcome applicants with lived experience of providing unpaid care and/or support to a family member or friend with a disability, health condition, frailty, mental health problem, addiction or other health needs.

Please note that the Trust reserves the right to close the vacancy before the closing date if enough applications are received. It is in the candidate’s best interest to apply as soon as possible. In submitting an application form, you authorize Leeds and York Partnership NHS Foundation Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed to the post.

In applying for a role please ensure that you only declare qualifications that are relevant to the role itself. We reserve the right to check all declared qualifications on an application form, whether they are directly relevant to the role or not.

Please note: The Trust does not offer reimbursement of interview expenses.