Fleet Coordinator

About OnCue Transport

OnCue specialises in the provision of care-led, compliant, and scalable non-emergency patient transport services to ICB’s, NHS Trusts, and Ambulance providers. Great service is paramount for our continued expansion and the trust of our partners.

Our Mission : Is to create value for our customers and partners by delivering an innovative and care driven patient transport solution.

Our Vision: To be recognised as a leader in our industry because of our innovation, and commitment to care for our patients, employees, and partners.

Teamwork is critical for success therefore you should maintain positive working relationships with others, both internally and externally, to achieve the goals of OnCue.

Great service is paramount for our continued expansion and the trust of our partners.

The Job

The Fleet Coordinator is a central administrative role within the OnCue Patient Transport Fleet

department. The postholder is responsible for the day-to-day coordination of a fleet of over 300

vehicles, ensuring every vehicle is compliant, roadworthy, and available to support patient transport

operations across the region. This is a hands-on, detail-driven role requiring the ability to manage

multiple priorities simultaneously, work independently without close supervision, and communicate

clearly with garages, drivers, insurers, and senior management.

You will have specific responsibility for the following:

Insurance and Accident Management

• Act as the first point of contact for all First Notification of Loss (FNOL) — taking accurate

details from drivers at the scene and logging incidents promptly in the fleet management

system

• Liaise directly with the company's insurance broker and underwriter, providing timely and

accurate documentation for all claims, both fault and non-fault

• Obtain competitive repair quotes from approved Bodyshop and garage suppliers within

defined SLA timescales, submitting to the insurer for authorisation

• Track all open claims through to settlement, chasing outstanding actions with insurers,

garages, and third parties as required

• Maintain a live claims log, recording incident dates, claim references, repair costs, fault

status, and settlement dates

• Identify patterns in accident data — repeat incidents, vehicle hotspots, driver trends — and

report findings to the Head of Fleet Operations

• Manage relationships with approved repairers, ensuring repair quality, turnaround time, and

cost are all within expected parameters

Vehicle Compliance and Scheduling

• Maintain a forward-looking compliance calendar covering MOT renewals, service intervals,

insurance renewals, road tax, deep clean schedules, and PCO licence renewals for all

vehicles in the fleet

Book vehicles in for MOT, service, and routine maintenance with approved garages,

coordinating with the operations team to minimise vehicle downtime

• Monitor and manage the deep clean schedule across the fleet, ensuring all vehicles are

cleaned within the required interval and records are maintained

• Ensure all vehicles are insured, taxed, and hold a valid MOT at all times, escalating any

lapses immediately

• Maintain accurate and up-to-date records for all 300+ vehicles in the fleet management

system, including registration, acquisition date, service history, and licence data

• Produce and distribute a weekly compliance report to the Head of Fleet Operations, flagging

upcoming renewals, overdue items, and vehicles at risk

Vehicle Check-In and Check-Out

• Manage the daily check-in and check-out of vehicles at Jubilee Depot, recording mileage,

condition, and any defects reported by drivers

• Maintain an accurate allocation log — recording which driver holds which vehicle, dates of

issue and return, and the reason for any change

• Coordinate vehicle allocation for new recruits, drivers returning from holiday or absence, and

temporary cover requirements, working closely with the operations and HR teams

• Process vehicle returns when drivers leave the organisation, transfer roles, or go on extended

leave, ensuring vehicles are inspected, defects noted, and the vehicle is made ready for

reallocation

• Proactively identify upcoming allocation requirements based on known recruitment, holiday,

and return-to-work schedules, flagging capacity risks to the Head of Fleet Operations in

advance

Garage and Supplier Liaison

• Act as the primary day-to-day contact for approved garages and service providers, including

routine service and repair suppliers, bodyshop providers, tyre specialists, and breakdown

recovery services

• Raise and authorise purchase orders for vehicle repairs and maintenance within delegated

financial limits, ensuring all work is properly documented and invoiced

• Check and code supplier invoices accurately against the correct vehicle, cost category, and

cost centre before submitting for approval

• Challenge invoice anomalies, query unexpected charges, and ensure all work billed was

authorised and completed to the required standard

• Maintain supplier records including contact details, approved supplier status, and

performance notes

Driver Support and Defect Management

• Serve as the first point of contact for drivers reporting vehicle defects, breakdowns, or

accidents — logging all incidents and coordinating the appropriate response

• Triage incoming defect reports, determining whether the vehicle requires immediate recovery,

can be driven to a garage, or needs a replacement vehicle

• Arrange roadside breakdown and recovery where required, liaising with recovery providers

and keeping drivers informed throughout

• Communicate clearly with drivers regarding vehicle availability, collection arrangements, and

estimated return dates for vehicles under repair

Support drivers in completing accident and defect documentation accurately and within

required timescales

Data, Reporting and Systems

• Maintain the fleet management system as the single source of truth for all vehicle data,

ensuring records are kept accurate and up to date at all times

• Produce regular management reports covering fleet status, VOR (Vehicle Off Road) counts,

service compliance, and insurance activity

• Support the Head of Fleet Operations with ad-hoc data requests, cost analysis, and supplier

performance reviews

• Assist with the development and maintenance of fleet reporting tools and dashboards as the

department's data capabilities evolve

Skills required

• Minimum 2 years' experience in a fleet administration, transport operations, or compliance

coordination role

• Demonstrable experience managing vehicle insurance claims, including FNOL, quote

management, and insurer liaison

• Strong organisational skills with the ability to manage a high volume of concurrent tasks and

deadlines without close supervision

• High level of accuracy and attention to detail — errors in compliance records or claims data

carry real consequences

• Confident, professional communicator — written and verbal — with the ability to deal with

garages, insurers, drivers, and senior managers with equal ease

• Competent user of Microsoft Excel or Google Sheets for maintaining logs, schedules, and

reports

• Self-motivated with a strong work ethic and the discipline to drive tasks through to completion

independently

• Calm and effective under pressure — this role involves urgent, time-sensitive situations

including accidents and breakdowns

Desirable

• Experience working in a patient transport, healthcare logistics, or regulated transport

environment

• Familiarity with fleet management systems (e.g. Samsara, Verizon Connect, Fleetio or similar)

• Understanding of MOT classes, vehicle licensing categories, and transport compliance

frameworks

• Experience processing and coding purchase invoices in a finance or ERP system

• Knowledge of CQC-regulated transport operations or experience working within a CQC-

registered organisation

• Full UK driving licence