Fleet Administrator

Pawsome Careers - Make Every Day Meaningful

Come and join us as a proactive and purpose‑led Fleet Administrator and be part of something life‑changing - helping people with sight loss live the life they choose.

As a Fleet Administrator at Guide Dogs, you’ll support the delivery of an effective fleet management service, ensuring the smooth day-to-day operation of the organisation’s vehicles. You’ll play a key role in maintaining efficient administrative processes. The Fleet Administrator will be an expert in administration, coordination, and operational support. Our Fleet Administrator plays a huge part in ensuring everything we do enables us to deliver on our purpose and exceed expectations.

This role is 35 hours per week worked Monday to Friday, 9am to 5pm. This is a hybrid position, offering flexibility to work remotely alongside in-person collaboration, with occasional travel to other office locations for meetings and team engagement.

Key Responsibilities

• Be the first point of contact for driver queries, managing the Fleet inbox and intranet site
• Support vehicle ordering, delivery, preparation, and returns
• Provide admin support for suppliers, including reports and invoices
• Assist with gathering data, quotes, and information for fleet projects
• Keep accurate vehicle records (MOT, tax, insurance, servicing, compliance)
• Monitor driver compliance (licences, training, telematics alerts)
• Help manage fleet systems such as telematics, fuel cards, and charging accounts

You

You’ll have a proactive and detail-focused approach to administration and customer service. You’ll enjoy working in a fast-paced operational environment with a dedicated focus on accuracy, organisation and delivering excellent service. You’ll act with integrity and honesty in everything you do.

Skills and Competencies

• Educated to A level standard (QCF Level 3 / SQCF Levels 6-7)
• Achievement of 5 GCSE passes or equivalent with at least a grade C or 5 in Maths & English (QCF level 2 / SQCF level 5).
• Demonstrable strong expertise in an administrative role, preferably in an operational or logistics environment.
• Demonstrable strong expertise in a customer service-related role, preferably involving telephone interaction.
• Attention to detail with the ability to maintain accurate records.
• Demonstrable expertise compiling data for inclusion with internal reports.
• Prior experience maintaining accurate records in a high-volume data environment

Benefits

We wouldn’t be able to change the lives of people with sight loss without our people. That’s why it’s important for us to provide a variety of benefits that reward our colleagues in a way that suits them and recognises the hard work and contribution that they make.

• 26 days annual leave. After three years of continuous employment, this increases to 28 days plus bank holidays.
• Real Living Wage Employer
• Flex pot - equal to a proportion of your annual salary to use on our wide variety of flexible benefits
• The option to buy and sell annual leave
• Discounts and cash-back scheme
• Excellent pension scheme (We will match your pension contributions plus 2% up to a maximum of 9% employer contribution)
• And lots more!

For high volumes of applications, we reserve the right to close adverts earlier than advertised.

Our Commitment to Diversity and Inclusion

Behind Every Guide Dog Is Someone Like You - We’re passionate about creating an inclusive workplace that celebrates and values diversity. Bring your whole self to work regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity, race, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. We don’t want you to ‘fit’ our culture, we want you to enrich it. 

How to apply

Further details on the full role are attached below. When you are ready to apply, submit an online application form via this page.  Please note - If you are successful you will need to provide evidence of your right to work in the UK via our digital ID checking supplier.  We cannot offer visa sponsorship at this time.

As part of your application ensure you provide evidence and examples of how your skills & experience meet the criteria as set out in the attached job description. You will also be asked to complete a few job-specific questions, so please be prepared to write your answers to these questions.

If you choose to use AI tools to assist in completing your application, please use them appropriately.  We value authenticity. If you want to stand out, using a generic AI-generated response isn’t going to separate you from the crowd. This is your time to shine and showcase your unique skills, personality, and thought processes!  You can find our full statement on the use of AI to complete applications on our careers website.

If you would like to have an informal conversation about the role before applying, or require any accessibility support to apply, our friendly recruitment team is ready and waiting to help. Call them on 0118 3540345 or drop an email to [email protected].

Safer recruitment

Guide Dogs follow Safer Recruitment practices to ensure we are safeguarding the vulnerable people we work with. As part of this, we require a full work history with any gaps accounted for & a minimum of 2 professional referee details fully covering the past 5 years. If you are applying for a disclosure role, please note that you will be required to undergo an enhanced DBS check and sign up to the DBS update service.

At Guide Dogs, we believe in fair and equitable hiring practices. A criminal record will not automatically disqualify an applicant from consideration for a position. Each case will be evaluated individually. We encourage all candidates to disclose relevant information, and we assure you that it will be handled confidentially and fairly.