Vehicle Access and Fleet Coordinator

About the role:

Imperial is a world Top 10 university with an international reputation for excellence in teaching and research. The Community Safety and Security Department of the Property Division are responsible for monitoring our campuses 24 hours a day, 365 days a year, upholding the the safety of our students, staff, visitors and VIPs, as well as the security of our estate. Through these activities, they create a welcoming environment for all campus users, which in turn supports our academic community of world leaders in the provision of Engineering, Medicine, Natural Sciences, Business Management, Research and Teaching.

The Vehicle Access and Fleet Coordinator will take ownership of all aspects of administration relating to Imperial’s car parking facilities, fleet of security patrol and postal vehicles, and the shuttle bus service. You will support the Community Safety and Security Office by providing a reception service, helping to answer queries from staff, students and visitors and completing a variety of other administrative tasks. You will assume line-management responsibility for the Vehicle Access and Fleet Assistant.

What you would be doing:

In this role you will manage Imperial’s automatic number plate recognition (ANPR) and car park booking systems, ensuring bookings, allocations and permits are accurate and queries are dealt with promptly. You’ll keep track of income and spending related to vehicle access and drive continuous improvement of the vehicle access service through accurate record-keeping, reporting and consultation with colleagues across the Property Division.

In addition, you will oversee Imperial’s inter-campus shuttle bus routes, liaising with the partner provider to ensure that drivers operate an efficient and accessible service in accordance with the timetable. You’ll keep users informed of any changes and disruptions electronically and at stops and work closely with the Departmental Managers to make sure that the service is compliant with the law and meets professional standards and KPIs.

You will also act as steward of Imperial’s fleet of security and postal vehicles, making sure that these are well maintained and insured, and that drivers are compliant with all aspects of Imperial policy and the law related to their use. You will maintain records of documentation related to all vehicles and resolve any PCNs received by the department.

The role will involve line management of the Vehicle Access and Fleet Assistant – you’ll have oversight of their training, performance and professional development, and work to embody Imperial Values and Behaviours. In addition, you will provide general administrative support with a variety of tasks within the department, as dictated by business needs, and working with a flexible approach across all Imperial sites.

What we are looking for:

• Education to GCSE Level
• Experience of working with financial information, as well as an understanding of standards, regulations, operational procedures and Health & Safety in relation to the role
• Proven experience working in an office environment
• Customer service and communication skills
• High attention to detail
• Working knowledge of MS Office applications
• Ability to organise, prioritise and plan work, either independently or within a team
• Calm and professional manner when dealing with difficult situations
• Proactive and flexible approach to work, and willingness to work across all Imperial sites when required

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