Executive Fleet Manager

Duties

The particular duties and responsibilities attached to the post may vary from time to time, without changing the general character of the duties or level of responsibilities entailed. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed below, and to take instructions from and report to, an appropriate Officer or such designated Officer as may be assigned from time to time by Waterford City & County Council.

The duties of the Executive Fleet Manager will include but are not limited to:

a)       Maintenance of accurate vehicle records using an online platform

b)      Ensure fleet vehicles/ plant items are kept “in service” at all times

c)        Regular communication with Hire Companies and inhouse workshops to ensure that servicing, repairs and statutory inspections are completed in a coordinated and timely manner.

d)      Preparation of Business Case Reports and/ or similar reports justifying expenditure in relation fleet items.

e)       Evaluate the advantages of various procurement routes to determine the most economically advantageous approach to fleet renewal

f)         Procurement of vehicles/plant and other related services (for example, fuel, spare parts, etc.), which will include:

-            Preparing specifications / tender documentation and arranging tendering procedure.

-            Evaluating/making recommendations on submitted tenders.

-            Preparing/processing contract documentation.

g)      Day to day management, including performance assessment, and monitoring of contracts.

h)      Devising appropriate vehicle replacement programmes in line with the Council’s Climate Action Plan.

i)         Engagement with fleet budget holders to determine the most suitable vehicle to meet their operational needs while also achieving best value for money and lowest possible fleet related emissions.

j)          Analysis of vehicle usage to identify potential fleet efficiencies including opportunities to reduce fleet emissions.

k)      Ensuring that drivers/ operators receive adequate vehicle familiarisation training and any other training necessary to ensure that the fleet is kept in good order, this may include vehicle daily check training, eco driver training, retraining as necessary.

l)         Monitor compliance of daily vehicle checks on all fleet vehicles (using phone-based app), follow up with drivers & line managers where checks are not being completed.

m)   Engagement with drivers and line managers in the event of Accidents/ Incidents involving fleet, including coordination of response and compliance with legal, safety and insurance company requirements.

n)      Proactive management of all fleet issues raised during daily driver checks or adhoc problems – this will involving coordination, oversight and followup with relevant workshop or hire company. These fleet related issues should be managed through a digital or online database to ensure they are tracked and closed out in a timely manner. This database should be used to measure the performance of the workshop/ company involved in the repair. This shall be a KPI used in contract assessment.

o)       The Executive Fleet Manager shall produce KPIs for in house workshops for statutory inspections and servicing as well as repairs.

p)      Maintain an up to date record of all fleet items including all vehicle and driver data.

q)      Ongoing management of fleet telematics system, including the coordination of hardware installation/ removal and the customisation of reports to satisfy operational, legal and compliance requirements.

r)        Co-ordinating the maintenance and management of Fleet related IT systems.

s)        Carrying out on-going evaluation of the cost base of fleet operations including procurement arrangements, maintenance, accidents, fuel usage and so on to ensure that the Council gets best value for money.

t)         Ensuring that arrangements are in place to meet all statutory requirements including road tax, vehicle insurance, driving licences, vehicle testing and Health and Safety requirements.

u)      Ensuring compliance with Health and Safety legislation and regulations, and the Council’s Corporate Health and Safety systems.

v)      Be responsible for the testing and calibration of Plant and Machinery as required.

w)    Providing advice on all fleet related issues to senior management and local users.

x)       Upward reporting including preparation and presentation of reports on Fleet related matters.

y)      Assessing requests for new vehicles and ensuring that all requests for new fleet items align with organisational objectives and our commitments on climate action.

z)       Ensuring that any fleet related arrangements/agreements between the Council and other local authorities, government departments and so on are effectively implemented.

aa)  To be available during emergencies to respond to requests for assistance outside of normal working hours.

bb) Ensure that adequate measures are put in place to ensure continuity of service during any periods of absence – ensuring that fleet issues are actioned and closed out at all times.

cc)   Such other duties as may be assigned from time to time.

The Ideal Candidate will demonstrate:

• Experience in the formulation of vehicle replacement programmes including matching vehicle requirements to work patterns and fluctuating operational requirements.
• Competence and experience in fleet procurement (both in the purchase of fleet and fleet maintenance contracts) and contract management.
• Sufficient knowledge and understanding of fleet management including efficient deployment and programming to minimise idle time.
• A clear understanding of purchase, hire and lease options and their application to different operational requirements.
• Experience and successful track record of delivering results.
• Good communication and interpersonal skills and people management skills.
• Good leadership and problem-solving skills.
• Competency in the area of information technology/ fleet management software.
• Good knowledge of the statutory obligations of Health and Safety legislation and their application in the workplace.
• An understanding of Local Authority services and structures or have the ability to quickly acquire same.
• Be a highly motivated individual.
• Hold a minimum of full Category B driving licence

Salary:

Current Salary Scale: €60,255 to €83,758 (LSI 2)

The salary shall be fully inclusive and shall be as determined from time to time. The employee shall pay to the local authority any fees or other monies (other than his/her inclusive salary) payable to or received by him/her by virtue of his/her employment or in respect of services which he/she is required by or under any enactment to perform.

Entry point of this scale will be determined in accordance with Circulars issued by the by the Department of Housing, Local Government & Heritage. In accordance with Departmental Circular letter EL 02/2026, a person who is not a serving local authority employee on or after 1st January 2011, will enter the scale for the position at the minimum point (currently €60,255).

Remuneration is paid fortnightly directly to the employee’s nominated bank account. The current wage pay cycle may be revised during the period of employment.

Remuneration is subject to all statutory deductions, e.g. P.A.Y.E. and P.R.S.I. Increments are paid annually subject to satisfactory attendance, conduct and performance and national agreements. Increments may be withheld if performance, attendance and/or conduct are not satisfactory.

Probation:

Where a person who is not already a permanent officer of Waterford City & County Council is appointed, the following provisions shall apply:-

(a)             there shall be a period after such appointment takes effect, during which such person shall hold office on probation;

(b)             such period shall be six months but the Chief Executive may, at his or her discretion extend such a period;

(c)              such a person shall cease to hold office at the end of the period of probation, unless during such period, the Chief Executive has certified that the service of such person is satisfactory.

Superannuation:

The relevant Superannuation Scheme will apply. The provisions of the Local Government (Superannuation) (Consolidation) Scheme 1998 may apply.

Persons who become pensionable officers who are liable to pay the Class A rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority as follows:

1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children).

Persons who become pensionable officers who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority at the rate of 5% of their pensionable remuneration. The provisions of the Spouses and Children’s/Widows and Orphans Contributory Pension Scheme will continue to apply.

New entrants will be admitted to the Single Public Service Pension Scheme with effect from the date of appointment. The scheme is contributory and provides pension, retirement gratuity, death gratuity and survivors benefits. To qualify for a pension the successful candidate must have served a minimum of two years employment in a Local Authority.

Retirement Age

There is no mandatory retirement age for new entrants to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

Anyone who is not a new entrant to the public service, as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004, is subject to a compulsory retirement age of 70 years or as determined in accordance with Department Circulars and in line with Government Policy.

The maximum retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

The Council may refer staff to a medical advisor at any time to determine fitness to carry out the duties to which they have been assigned.

Incentivised Scheme for Early Retirement (ISER)It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Hours of Work:

The normal working hours are 35 hours per week. All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001. Waterford City & County Council requires employees to record their hours using the CORE/TDS Clocking system.

Annual Leave:

The annual leave entitlement for the grade is 30 days per annum. The Chief Executive of Waterford City & County Council retains autonomy with regard to office closures, (e.g. Christmas Office Closure); any days arising from such closure will be reserved from the employee’s annual leave entitlement. Proposed office closure days will be reviewed and advised to all employees each year.

Residence:

The successful candidate shall reside in the district in which his/her duties are to be performed, or within a reasonable distance thereof.

Drivers Licence:

Executive Fleet Managers employed by Waterford City & County Council will be required to use their car on official business. In such situations the employee must hold a current clean driver’s licence and have available adequate means of transport.

It is the responsibility of the employee to arrange the appropriate car insurance for business use and to indemnify Waterford City & County Council with the indemnity specified on the insurance certificate under the heading “Persons or classes of person who are covered”. Documentation to confirm the appropriate insurance cover will be required to be supplied to the Council on an annual basis.

Code of Conduct/Organisational Policies:

Employees are to be required to adhere to all current and future Waterford City & County Council codes of practice including Code of Conduct of Employees and all current and future organisational policies including, but not limited to Health and Safety, Communications, Data Protection, Equality, Staff Mobility, Attendance Management and Use of Electronic Equipment. A full list of relevant policies is contained on the council Intranet.

Training:

Employees are required to attend and participate fully in training programmes as may be decided by the Council from time to time and to apply their learning in the course of their daily working activities.

Location of assignment/appointment:

Waterford City & County Council reserves the right to assign the successful candidate to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense.

Commencement:

Waterford City & County Council shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month (subject to notice requirements) and if they fail to take up the appointment within such period or such other longer period as the Council in its absolute discretion may determine, Waterford City & County Council shall not appoint them.

Reporting Arrangements:

Executive Fleet Manager report directly to the appropriate supervisor in the Section or to any other employee of Waterford City & County Council as the Chief Executive, Director of Services or other appropriate employee may designate for this purpose.

A system of regular appraisal (PMDS) will be operated involving discussions between the employee and the line manager regarding performance and conduct.

Health & Safety:

Waterford City & County Council as an Employer is obliged to ensure, in so far as it is reasonably practicable the Safety, Health and Welfare at Work of all of its employees. Under the Safety, Health and Welfare at Work Act 2005, the County Council has a legal duty to exercise all due care and take all protective and preventative measures to protect the Safety, Health and Welfare of its employees.

All employees also have a legal obligation under Safety and Health legislation to co-operate with management and not engage in any improper conduct or behaviour or do anything, which would place themselves or others at risk.

Employees must not be under the influence of an intoxicant at the place of work. Employees must comply with all Safety and Health rules and regulations and attend all required Safety and Health Training.