Workshop Stores (Vehicle Parts) Person Receptionist - Crawley Down

This role is within a unit where Surrey Police and Sussex Police work in collaboration, whilst remaining two separate legal entities/employers with different terms and conditions. Both Surrey Police staff and Sussex Police staff are employed in this unit on their own force terms and conditions. Successful candidates may be appointed on the terms and conditions of employment of either Surrey Police or Sussex Police, depending on organisational requirements. A discussion will be held with the successful candidate to confirm the details of location, salary, allowances and hours.

Division / Department: Joint Transport Service

Grade: Grade 7

Status: Full Time

Contract Type: Permanent

Salary Grade Range: £26,703 - £28,914

Working Hours: 37.0 Hours per Week

Shift Allowance: No

Politically Restricted: No

Location: Crawley Down

The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.

The Role & Key Responsibilities:

• Your role will entail serving both onsite colleagues and those from the wider Sussex Police Force to ensure that vehicles have the correct parts/equipment to enable our technicians to repair and get the fleet operational again as quickly as possible.
• You will greet customers both police and outside third-party agencies, establish their requirements and proactively deal with them or pass to relevant staff as applicable.
• You will build good relationships with your colleagues and our suppliers, ensuring they receive the best customer service with your product knowledge and using the parts catalogues.
• You will be driven to identify, source and order parts, check incoming stock against delivery notes, handle and store stock in its rightful place.
• You will learn and adhere to COSHH and Health & Safety guidelines.
• You will process invoices from external suppliers accurately and in a timely manner.
• You will maintain stock records precisely, and carry out periodic stock checks for audit purposes.
• Crawley Down workshop is part of a wider group of 4 workshops across Sussex and Surrey. Supporting each workshop is a key part of this role, whether remotely or physically, you will be required to travel to offer cover and support to these workshops regularly, but sometimes on a short notice basis.
• Responsibility to ensure that there are adequate levels of quick moving stock items, to support the repair and maintenance of vehicles and equipment maintained at the workshop location. This will include acting as custodian of stock held in the stores to a value of £230k pa.
• Responsibility to raise accurate purchase orders on the current procurement computer-based system (SAP) to raise official Purchase Orders, using local and national framework agreements and contracts in accordance with the Forces Procurement Rules.
• To take receipt of and manage goods deliveries into the workshop stores, ensuring that they are accounted for and placed in stock or issued to the vehicle for Vehicle Off the Road (VOR) items in a timely manner.
• To “Goods Receipt” all parts and services against the relevant purchase order in a timely manner, and in accordance with the SAP process and audit requirements.
• Responsibility to maintain an accurate record of stock items “on” and “off” charge. This will require that stock that is no longer required is returned to the supplier to reduce redundant stock being held on the shelves.
• To be responsible for carrying out stock counts and dip checks at their and other workshops in accordance with Force and audit requirements.
• To create and maintain all COSHH Assessments and product Safety Data sheets for all products used and stored in the workshop and office environment.
• To provide a reception function which will require answering workshop enquiries and using the SAP fleet system to create internal and external third-party work orders.
• To carry out monthly account reconciliations for our larger suppliers. This involves using templated spreadsheets to merge large quantities of data and accurately identify any issues and rectify them accordingly, before submitting the completed reconciliation to Finance Operations.
• To assist the workshop and customers to carry out first line rectifications such as replacing lamps and wiper blades.
• Responsibility to support Workshops and Divisions by driving vehicles to and from Workshops and/or third-party suppliers.
• Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post.

Skills & Experience:

• Administrative skills with a keen eye for detail.
• Maths and English GCSE or equivalent.
• Working knowledge of Microsoft packages (Excel, Word and Outlook).
• An ability to give fantastic customer service, whether that’s to our officers, 3rd party providers, or your colleagues.
• The ability to follow processes and work to improve them.
• Able to manually lift and carry vehicle parts.
• Strong communication skills.
• Interpersonal skills.
• Team player with a willingness to be forward thinking and proactive to complete your tasks and assist your colleagues.
• Self-motivated individual who can prioritise and manage varied responsibilities without supervision.
• The environment can be exciting and fast-paced, so having enthusiasm and tenacity is an important trait.
• Full UK driving licence.
• A knowledge of, and interest in, vehicle maintenance is desirable but not essential.

Why Work With Us?

• This is a Sussex Police contract. 37 hour working week (Mon-Fri) with the opportunity to accrue flexi-time.
• Annual wage increment increase - dependant on performance and attendance.
• 25 days holiday entitlement (plus bank holidays), increasing to 29 days after 5 years’ service.
• Excellent local government Pension scheme.
• Increased benefits for longer service, including Sick pay.
• Paternity and Maternity paid leave.
• Reasonable Flexible working adjustments.
• Free onsite secure parking.
• Access to Blue Light Rewards for discounts in many high street/online stores.
• Training, support and career progression.
• Staff support networks.
• Sports and Social Clubs.
• Gym facilities at various Police sites.
• The opportunity to support your community with a rewarding career.

Diversity Statement:

We are only as good as our people. It’s important that our officers and staff can be themselves in the workplace and we know that as an organisation we’ll grow from the variety of thinking, approach, and the skills that diversity brings; all of which help us to deliver a better policing service. We strive to ensure how we deliver our services, provide information and how we recruit is open and accessible to all.

We have multiple staff support groups who help to improve our understanding of minority issues and ensure they are reflected in our work. We are proud members of Disability Confident, hold Race Equality Matters Trailblazer status, are a signatory of the Race at Work Charter and are aligned with the Armed Forces Covenant and the HeForShe movement. We are committed to being an anti-racist police service. We promise to challenge injustice, ensure fairness and to uphold anti-racist principles in both our organisation and our communities.

We value the differences that people bring from all backgrounds and communities. Regardless of age, sex, ethnicity, sexual orientation, identity or gender expression, disability, social status, or religious belief, we would love to hear from you.

Additional Information:

Following submission of your application you will receive a confirmation email with a copy of your application attached. Occasionally emails from this address can fall into spam/junk folders so please ensure this is checked regularly. You may wish to consider adding to your address/contact list to ensure you receive all communications.

This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.

Internal Recruitment Principles:

Please note that not all jobs are available for internal candidates across both Forces, the current agreed recruitment principles are; vacancies in collaborated units are available to all officers and staff across both Forces, vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally, if the vacancy is advertised externally and an officer or member of staff from the other Force is successful it will result in a transfer of employment. Surrey Police and Sussex Police Special Constables, Volunteers and Agency Staff (excluding self-employed workers) covered under the Agency Worker Regulations (AWR) are eligible to apply for internal advertised posts.

Further Information:

Please use the following links for more information on the benefits of working with us. If you have any queries, please contact: Anita Bryant - Stores Team Leader 07385 950586.