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Position Details

Campus Services

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £20,498 to £20,910, with potential progression once in post to £23,842

Band 300

Full Time, Permanent

Closing date: 25th June 2023

Driving Licence will be required for this role

Open House Event: We will be holding an ‘open house’ event at the University’s Exchange building, in Centenary Square, Birmingham, between 10am and 5pm on Tuesday 27th June 2023. If you’re interested in working at the University of Birmingham and perhaps have a few questions, this is an opportunity to meet colleagues in the Recruitment team. It will be a relaxed and informal event – you can drop in at any time. If you are interested in coming along but cannot make it until after 5 please can you let us know by dropping an email to [email protected] and we will see if we can arrange a time between 5 - 6 on this day.

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Job summary

Post, Portering & Transport Services provides a wide range of logistics solutions to the University of Birmingham. We deliver the highest quality customer service through our local and international expertise. Integral to our success is a strong focus on planning and an ability to meet constant deadlines, complimented by our commitment to reduce our carbon emissions.

The Post holder will be expected to work as part of the Post, Portering and Transport Services Department, supporting in the general day to day duties within Transport Services which includes a fleet in excess of 100 vehicles The Post holder will be expected to perform a variety of driving to include; minibuses chauffeuring duties, cars and other commercial vehicles. They will also undertake cleaning and valeting as well as collection/delivery of vehicles to service destinations.

Main Duties

Fleet maintenance

• Regularly conducting essential vehicle checks, valeting and cleaning in excess of 100 fleet vehicles in line with SLA.
• Evaluate each vehicle ensuring that they are road worthy and legal, in addition to assessing any damage or faults observed and put the appropriate actions in place should the vehicle be unsafe. Record any damage, faults and actions taken using software provided.
• Diagnose and understand vehicle display units as appropriate, take action to resolve any faults and escalate where necessary. Reset warning systems where appropriate.
• Responsible for managing ever changing workloads across the busy department ensuring priorities are met, this may involve making offsite vehicle assessments, decisions and communicating action plans to colleagues.
• Negotiate and organise vehicle servicing, maintenance and MOT’s, working with departments and suppliers to ensure optimum delivery and collection times to minimise impact on customers, budgets and services. Delivering vehicles for service and repair across the city in the most efficient and effective manner.
• Responsible for surface maintenance of a variety of vehicle models and fuel technologies, which include bulbs, lights, mirrors, wipers and tyres. This will involve ordering appropriate parts as deemed appropriate and fitting onsite.
• Responsible for receiving and checking new fleet vehicles and hires, inspecting them for faults or damage, applying or replacing vehicle livery where necessary.
• Responsible for maintaining secondary vehicle keys ensuring they are up-to-date and itemised. Removing any keys no longer used.

Driving

• Drive and operate a diverse and varied fleet, to include, 3.5 tonne, minibuses, commercial vans and cars. This involves petrol, diesel, electric and Hydrogen Fuel Cell vehicles.
• Responsible for driving school children, visitors and students maintaining their safety at all times.
• On occasion they will perform Chauffeuring duties to an exceptional standard with the ability to confidently handle vehicle through adverse weather conditions, high security areas and inner city traffic. This may involve using satellite navigation system to their full potential and demonstrating excellent time keeping skills to ensure a seamless service is offered.
• Confident and competent in driving commercial vehicles within their driving licence specifications.

Fleet administration

• Assist the Team Leader working in a busy Transport office. This includes dealing with telephone inquiries and giving advice on all aspects of services supplied by the department.
• Responsible for checking student licences and paperwork to confirm they have received the correct training to enable them to drive the fleet of University minibuses. In addition, censure mini buses carry correct permits to comply with minibus legislation.
• Administrative duties, ensuring accurate records and data are recorded and maintained through a vehicle management system.
• Manually checking fuel and other consumable stocks, issuing and administrating fuel and other consumables to departments, ensuring records are accurate to reflect the usage throughout the month.
• Be a first point of contact for individuals and departments throughout the day, adopting a positive and calm approach to solving logistical problems. Recognise and resolve customer queries in a positive and professional manner, escalating where necessary.
• Using in-house and external database systems to check and confirm eligibility for staff to drive vehicles provided.

Workloads, training and colleagues

• Be able to prioritize both own and others workloads effectively within the team to best deliver the highest levels of service to the customer.
• Ability to follow detailed schedules and work plans.
• Must be able to explain and check understanding of requirements of both legal and UOB standards before staff or agency take charge of vehicles.

Health and Safety

• At all times maintain the highest levels of awareness and make sure guidelines are followed in all areas.
• Ensure all safety precautions are followed when using fuels, oils, ad-blue and other consumables, to include both pre and post operation checks.
• Mak sure they and any other users fully understand the safe and correct operation of any equipment prior to use.
• Maintain all working areas in line with health and safety guidelines to make sure they are safe and fit for purpose.
• Be actively involved in any audits and/or reporting as necessary.

Additional Duties

• As part of the Postal, Portering and Transport Department the successful candidate when called upon will be expected to assist the Postal and Portering functions. This may include sorting and handling inbound and outbound material, lifting and moving of heavy sacks or containers as well as delivery and collection duties. It may also include the movement of office furniture and set up of University Functions using vehicles provided, throughout the University campus.
• The collecting of confidential waste, ensuring accurate work sheets are maintained. Using computer systems to down load confidential wastes route data.
• During peak times such as open days, to organize and direct additional staff to best represent the University to external visitors, acting as an ambassador at all times.
• Demonstrate an enthusiasm and willingness to engage with team members to meet challenging and competing demands.
• Attend all team/briefs/training and department meetings as required and to contribute constructively.
• To be actively involved in an annual development review and be expected to undertake a full active part in any training and development identified to enable you to carry out your work effectively this may include First Aid and Fire Warden training. Training and development may occur outside of your normal working shift patterns.
• You will be required to wear the correct protective and University image clothing (uniform) or other clothing as advised.
• We are looking for eager and enthusiastic people flexible in their approach to work, with a willingness to help other colleagues.
• Any other duties or tasks commensurate with the grade of the post, as required by the PPT Services Operational Manager, Sustainable Logistics Manager, the Head of Support Services or, the Director of Campus Services.

Required Knowledge, Skills, Qualifications, Experience

• Good understanding and interpretation of current transport legislation, driving licence requirements and categories along with occupational road risk safety.
• Knowledge of vehicle display units for a wide variety of models.
• Understanding of basic software systems and ability to manage Smart phone to monitor and record vehicle defects.
• Good interpersonal skills with the ability to communicate effectively.
• Ability to work within differing teams
• Demonstrate a flexible approach to work and working hours
• Demonstrating a high level of discretion in dealing with confidential matters.
• Good knowledge of the UK road network and Birmingham city centre.

Planning and Organising

• An organised individual with the ability to work well within busy teams and independently to meet service objectives.
• They must be able to work well under pressure, with a proven ability to adjust to changes in work schedules and environment.
• When required, you will be expected to be flexible and use your own initiative, prioritising and managing your work in accordance to the needs of the University without detriment to core and background activities. This can mean weekend work and late evenings on occasions.
• Demonstrate enthusiasm and willingness to engage with team members to meet challenging and competing demands.
• Ability to give customers a smooth and safe journey appropriateness politeness and offer discretion at all times.
  

Informal enquires to Chris Lane [email protected]

View our staff values and behaviours here

Valuing excellence, sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working .