Fleet Training Officer
DEPARTMENT Fleet Management
REPORTS DIRECTLY TO Fleet Training Supervisor/Manager
REPORTS INDIRECTLY TO Fleet Manager
NUMBER OF REPORTING RELATIONSHIPS 3
LOCATION Office
TRAVEL REQUIREMENTS Travel required within the metropolitan area on an infrequent basis
EMPLOYMENT TYPE Full-time
EMPLOYING ENTITY Capital Transport and Logistics Group Pty Ltd
AUTHORITY TO ACT
This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.
NUMBER OF STAFF REPORTING DIRECTLY TO THIS POSITION 0
NUMBER OF STAFF REPORTING INDIRECTLY TO THIS POSITION Various Sub-Contractors
CRITICAL RELATIONSHIPS (INTERNAL)
- National Operations Manager
- State Manager
- Fleet Manager and Department
- Fleet Training Supervisor/Manager
- Operations Departments
- Contracts Department
- Sales and Account Management Department
- Office Administration Manager and Department
- Risk and HR Department
CRITICAL RELATIONSHIPS (EXTERNAL)
- Existing Sub-Contractors
- Potential Sub-Contractors
Position Summary
As the Fleet Training Officer, you will report directly to the Fleet Training Supervisor/Manager and indirectly to the Fleet Manager. You are responsible for ensuring that all sub-contractors are comprehensively trained during their induction and throughout their engagement so that our sub-contractors have the skills required to perform their roles proficiently, and without risk to the health and safety of themselves and others.
You must ensure that all sub-contractors recruited meet group quality requirements from a performance, vehicle and equipment compliance perspective.
You must use the Capital Transport Group’s Altora and Driver Practical Training Manual to train new and existing sub-contractors in OH&S, fatigue management, load restraint, manual handling and Group policies. Practical training and assessment must also then be facilitated to test sub-contractor competency in these areas. Proactive measures must be taken with respect to training existing drivers on an ongoing basis to ensure service quality and compliance with relevant legislation.
It is imperative that the Fleet Relationship and Training Officer is highly proficient and kept up to date in critical areas such as WH&S, load restraint, manual handling and fatigue management. It is expected that you attend the necessary training and refresher courses to keep their knowledge and certifications current.
1. Key Responsibilities and Tasks
1.1 SUB-CONTRACTOR TRAINING AND DEVELOPMENT
- Facilitate theoretical and practical training to all new and existing sub-contractors in line with Group policy and the Sub-Contractor Practical Driver Training Manual
- Assess the competency of sub-contractors by ensuring they perform the practical assessments per the Benchmark outlined in the Sub-Contractor Practical Driver Training Manual
- Assist sub-contractors in understanding the Altora Portal Online Policies and ensure they complete the assessment, achieving a 100% test score before engaging in any services on behalf of the Company
- Ensure sub-contractors execute an Ancillary Signing page on the date they complete the policy and practical training
- Ensure you have a comprehensive understanding of all Sub-Contractor Policies including but not limited to:
- Manual Handling;
- Load Restraint;
- Chain of Responsibility;
- Fatigue Management;
- Dangerous Goods;
- Escalation Process; and
- Customer Service
- Ensure that the sub-contractor “Start Up Packs” contain all required documentation and information, including the Owners Handbook. You must provide and explain the contents of the Start Up Packs to the sub-contractor during the practical driver training before commencement of their engagement
- Facilitate on-road training to all in-experienced drivers. An in-experienced driver is one with less than 6 months experience in the industry. During this training you must act as a passenger in the sub-contractor’s vehicle for no less than two (2) hours and:
- Observe the sub-contractor’s competency in all sub-contractor policies including but not limited to manual handling and load restraint;
- Train sub-contractors on processes including but not limited to radio operation, communication equipment, escalation and customer service; and
- Identify any additional training requirements
- Liaise with the Fleet Manager, Training and Compliance Manager, Courier Manager, Taxi Trucks Manager and Recruitment Officer to identify new and existing sub-contractors that require on the road training
- Make a minimum of two (2) proactive phone calls per week to our existing sub-contractor fleet addressing any training or process issues. You are required to review the following measurements and provide feedback to the sub-contractor on the following topics:
- Last month’s earnings and job numbers (split into periods);
- If earnings or job numbers are low, you must review the time between the first pick up and completion of the last job for each day from the previous week to assess start and finish times and the total work time of each day;
- Attendance over the last month;
- Training or performance improvement opportunities; and
- Any other feedback provided by the driver.
You must record the consultation on Undivide against the appropriate sub-contractor and set required actions to be taken (by you, or the driver). You must ensure a follow up call is made within the next period to measure the success or failure following the implemented actions.
- Contact any driver flagged by the Fleet Administration Officer as a low earner (i.e. falling beneath their expected earnings by $140 each day) to determine the reason/s for their lower than expected earnings, with the view to identify areas for developmental training, and set times to facilitate that training
- Ensure that all sub-contractors that are due for refresher training on the online policies, as per the re-test date indicated on the Undivide, complete this training before the re-test date occurs. You must ensure that the sub-contractor completes the assessment, achieving a 100% test score before engaging in any services on behalf of the Company. On completion, the sub-contractor must execute the relevant Ancillary Signing Page
- Conduct sub-contractor tool box meetings as required
- Organise Safe Work Method Statement (SWMS) training with the Contracts Department for sub-contractors and employees of sub-contractors, where required
1.2 SUB-CONTRACTOR RECRUITMENT AND ON-BOARDING
- Assist the Recruitment Officer with the recruitment and on-boarding of sub-contractor owner drivers, where required including:
- Conducting sub-contractor interviews;
- Advertising for sub-contractor owner drivers;
- Ensuring all sub-contractor files are created and completed accurately upon induction in accordance with the New Sub-Contractor Checklist form;
- Ensuring that all sub-contractor details are accurately recorded in the Undivide and Transport Management System (”TMS”) prior to their commencement date;
- Ensuring that the equipment (i.e. PDA and radio) allocated to the sub-contractor is recorded in the Undivide and asset register and that their credentials are current and accurate;
- Performing exit interviews (either face-to-face or over the phone) with all sub-contractors that leave the business to identify potential issues and reduce the likelihood of them occurring again
- Conduct a vehicle and equipment audit for all new vehicles prior to the sub-contractor’s commencement
- All vehicles must be audited in line with the Vehicle and Equipment Audit Checklist
- All vehicles meet the Capital Transport Group’s Work Health and Safety (WH&S) policy and WHS legislation
- You must ensure our vehicle fleet is presentable by way of clean and tidy vehicles that are decaled in line with group policy
- Conduct a minimum of 10 additional sub-contractor vehicle and equipment audits per period using the Vehicle and Equipment Audit Checklist
- You must ensure all vehicles are audited on commencement and on an annual basis to ensure ongoing compliance
- Accurately identify and record specifications for all vehicles including but not limited to the gross vehicle mass (GVM), tare weight and carrying capacity of the vehicle onto the TMS and Vehicle and Equipment Audit Checklist
- Conduct a vehicle and equipment audit and pre-departure checklist for all specialised vehicles (e.g. hydraulic tailgates, vehicle loading cranes, etc.) using the relevant Vehicle and Equipment Audit Checklist and Pre-Departure Checklist
- You must conduct all specialised vehicles prior to the sub-contractor’s commencement of engagement
- You must re-audit all specialised vehicles every six (6) months thereafter
- You must assess the driver’s competency in operating the specialised equipment and completing the Pre-Departure Checklist
- You must audit a minimum of one pre-departure checklist per week for each specialised vehicle to ensure it is being completed correctly
- Maintain an adequate supply of vehicle decals, and decal appropriate vehicles in line with Group policy
- Ensure all sub-contractors are fully uniformed with identification tags, personal protective equipment (PPE), PDA, and equipped with the appropriate manual handling and load restraint equipment for their vehicle type
- Ensure all sub-contractors are using the PDA equipment in line with Group Policy and escalate any non-compliances to your Manager without delay
- Ensure all sub-contractors are provided with the “Guidance Note – Proper use of a mobile device as a Driver’s Aid” document
- Organise and manage sub-contractor radio installations with our preferred supplier
- You must ensure that all sub-contractor equipment (i.e. PDA’s and radios) is accounted for in the Undivide. This means that if equipment is given to a sub-contractor it must be allocated to the respective sub-contractor in Undivide ensuring that the serial number of the equipment and the serial number recorded in Undivide are the same.
1.3 DRIVER LIASION
- Build and maintain relationships with new and existing drivers, ensuring you:
- Identify training or performance improvement opportunities;
- Capture and action feedback provided by the sub-contractors;
- Resolve sub-contractor enquiries in a timely manner;
- Resolve issues before they impact our clients; and
- Escalate issues to your manager where required
- Ensure that all communication with sub-contractors is recorded accurately in the Undivide against the relevant sub-contractor ensuring that any notes recorded can be understood by someone external to the business. This includes but is not limited to any conversation regarding:
- Accidents, incidents and near misses;
- Absenteeism;
- Lateness/poor time management;
- Failure to follow instructions;
- Conversations relating to instances logged in the Feedback Report;
- Client Feedback;
- Pay queries, advances, questions/queries;
- Credential follow ups; and
- Any performance management related conversations.
- Ensure that the contents of notes placed in the Undivide include the following detail as a minimum:
- Reason for the phone call / non-compliance, citing job numbers and dates (where possible);
- What is required for compliance, or what action is to be taken following the phone call;
- The date for compliance/action;
- What will occur if compliance/action is not met by the deadline date;
- Sub-contractors response; and
- Anything else that is relevant.
- Consult with sub-contractors on disciplinary and training issues, recording the consultation in the Undivide in line with Group policy and facilitate sub-contractor performance management as required
1.4 GENERAL RESPONSIBILITIES
- You will be required to conduct a minimum of one (1) client site inspection per period, to ensure that the service we provide our customers is of a high standard, and that the client’s site does not pose a risk to the health and safety of our sub-contractors.
- You must identify any training or development requirements.
- In completing a client site inspection, you must use the prescribed inspection template, and insert information truthfully.
- Should you require retraining, or have a question in relation to a specific site or the inspection template generally, you must escalate this to your Manager or the National Work Health and Safety Manager without delay.
- Use your best endeavours to ensure that sub-contractors comply with legislation and Company Policies in relation to Work Health and Safety (WH&S) and industry best practice. You must further ensure that sub-contractors are not exposed to a situation or environment that observably poses a risk to their health and safety
- Ensure all incidents and/or near misses are recorded and reported as per Group policy and legislation. You must ensure the work and environment our sub-contractors work in is safe and without risk to health
- Resolve sub-contractor enquiries in a timely manner and escalate to the relevant departments where required
- Communicate with sub-contractors on a regular basis to resolve issues before they impact our clients
- Implement and perform any other administrative duties required to properly manage the Fleet Management Department
- Attend one on one meetings with your Manager as required
- Effectively communicate with colleagues and sub-contractors
- Advocate co-operation with other departments
- Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous
- Ensure you are logged into the phone system and be available to accept overflow calls from the Customer Service Department. You are to only use the “Make Busy” telephone option for breaks and for the purpose of completing work-related tasks
- Assist with any reasonable tasks requested by your Manager
- Notify your Manager if you require additional training as soon as practicable
- Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage
- Ensure compliance with Capital Transport Group’s Company Policies at all times
- Ensure compliance with the Work Health and Safety (WH&S) responsibilities as outlined in section 3
2. Work Health and Safety (WH&S) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
2.1 EMPLOYEES MUST
- Cooperate with the Capital Transport Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation;
- Undertake all relevant training to carry out your responsibilities in line with CTG’s policies and procedures and legislative requirements;
- Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
- Load Restraint;
- Mass and Dimension;
- Fatigue;
- Speed; and
- Vehicle Standards.
- Ensure that any potential or actual breaches of CTG policies and procedures are reported immediately to their Manager;
- Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
- Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.
2.2 SUPERVISORS ARE RESPONSIBLE FOR
- Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CTG’s policies and procedures and legislative requirements;
- Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CTG policies and procedures and escalating to the Manager and relevant key stakeholders;
- Assisting with any efforts undertaken by the Capital Transport Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;
2.3 MANAGERS AND SECTION HEADS ARE RESPONSIBLE FOR
- Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CTG policies and procedures, and legislative requirements;
- Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CTG policies and procedures;
- Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
- Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.
