Job title: Workshop Controller

Company: Caffyns

Job description: We reserve the right to close any of our vacancies early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

Ref: AS36-68

Summary

• Location: Ashford Skoda
• Salary: Commensurate with skills and responsibilities
• Department: Service
• Driver Licence Required: Yes
• Working Hours: 7.30am – 5.30pm Monday to Friday

Description

MAIN PURPOSE OF JOB:

To control and co-ordinate the activities of employees in the workshop and Ensure the highest quality of work is carried out at all times. Overall efficiency is to be maintained at above 90% minimum overall and the department profit achieved. To cover the duties of a service advisor during holidays and training courses.

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Under current Financial Conduct Authority (FCA) Regulations for Selling Insurance, it is a requirement of this role for candidates to either provide certified proof of ‘competency’, or for those candidates without the relevant certification to receive training on commencement and pass the associated ‘competency’ assessment.

1) MAIN WORKING RELATIONSHIPS:

• Responsible to:

Service Manager

• Relationships with:

All staff and customers.

Manufacturers’ representatives.

External inspectors and suppliers.

2) OBJECTIVES AND KEY TASKS:

Full responsibility for all technical staff in Skoda workshop.

Allocate work to technicians and apprentices with due consideration to their knowledge and skills

Liaise with front of house staff to ensure that they are advised of any delay to, or of any further work needed on a customer vehicle.

Carry out random quality control checks using the MSQP program as per company and brand requirements.

To administrate and process all warranty claims accurately within brand and other warranty organisations guidelines.

To complete brand accreditation training for warranty administration.

To ensure Electronic Vehicle Health Checks are completed by technicians as per Company Policy’s and Procedures.

To ensure Citnow video’s are completed by technicians as per Company Policy’s and Procedures.

To manage the car care program together with the sales administrator making sure all vehicles have the Required checks during the correct time period. This includes demonstrators, courtesy and drop cars.

To manage the MOBEX (alternative transport) program.

To carry out job-card pre checks in liaison with the master technician and parts department. Make sure any parts that maybe required are spec ordered and ready for vehicle arrival.

?To ensure that any clerical procedures of the workshop are carried out in accordance with company policy and brand guidelines.

To manage all incoming work requests from Skoda and Motorstore sales departments.

To coordinate repairs of non-branded vehicles using third party suppliers and make sure all relevant staff are kept up to date of progress.

To liaise with the extended warranty provider over any warranty issues ensuring full responsibility for claims procedure and payment.

To liaise with internal staff to ensure that sold vehicles are prepared and all associated administration is completed.

To update Sales Manager of any pending late costs and record.

To ensure and promote excellent customer service at all times.

Load work for the Service Department in accordance with procedure and maintain workshop efficiency.

To check work in progress regularly and monitor throughout the month.

To carry out any work efficiently, ensuring correctness and in accordance with safety procedures.

To ensure that when driving any vehicle (company or customer), it is done so in a safe and courteous manner, within the law and company procedures.

To create a safe environment by keeping the work area clean and tidy at all times.

To be prepared to work ‘overtime’ where reasonably requested by the management.

To discuss repairs with customers when required in a courteous and helpful manner.

To notify immediately, the Service Manager of any damage or fault to any technical equipment in the workshop, tooling or customers property.

To make sure any tools and equipment are used correctly and any special tools are returned as soon as possible after use.

To cover all the duties of a Service Advisor during Holidays, training courses, or as required.

To ensure that Job Cards are written up when the job is complete, including clear and concise reasoning as to why a component(s) has been changed. To make sure Technicians complete and close DISS reports prior to job card being returned to reception.

To ensure the use of car protection, i.e. wing covers/seat covers/floor mats and to make sure the workshop including the waste area is kept clean and tidy at all times.

To ensure that any vehicles parked outside are securely locked and alarmed (where possible) making sure that keys are not left in the vehicle, but locked in the secure key cupboard.

To ensure that vehicles are parked in an orderly way.

To ensure workshop is unlocked and any required tasks carried out prior to technician’s arrival so that they can begin work without delay.

To lock up the workshop at the end of the day again making sure all tasks complete i.e. all equipment shut down, compressor switched off etc.

To maintain product knowledge, complete all required e-learning modules and attend manufacturers training courses where required.

3) ADMINISTRATION:

To ensure that all clerical procedures within the Service Department are carried out in accordance with company policies and brand guidelines.

To ensure that the company’s Health and Safety policy, procedures, records and notices are complied with at all times.

To ensure that the Service Department’s computer equipment and storage areas are safe and properly maintained at all times.

To resolve any service complaints quickly and effectively, or refer them to the Service Manager as appropriate.

4) COMMUNICATION:

To maintain good communications with all departments and staff.

Maintain close relationships with the manufacturers, suppliers, statutory representatives and all other business related contacts.

To advise the Branch Manager and managers on all related matters of importance.

5) OTHER DUTIES:

This list of duties is not exhaustive and other tasks and responsibilities will be required of the post holder including any other duties commensurate with the post as requested by the Service Manager or Branch Manager.

6) CONFIDENTIALITY:

All information relating to customers and the business is to be treated confidentially in line with Company policy and procedures.

7) HEALTH AND SAFETY:

Caffyns has an obligation under the Health and Safety at Work Act 1974 to provide safe and healthy working conditions. All employees are required to co-operate with management in discharging this responsibility and must take responsible care for the health and safety of themselves and others.

All employees must read and adhere to the relevant sections of the Caffyns Health and Safety procedure.

8) TERMS AND CONDITIONS OF EMPLOYMENT:

Other terms and conditions are as reflected in the contract of employment and company policies and procedures, as amended from time to time and as governed by statute.

(A job description is a written statement of essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved).

Workshop Controller

Created By: Shane Moloney

Date: 25/04/2023

Caffyns plc

Person Specification

Workshop Controller

Caffyns Skoda Ashford

QUALIFICATIONS

Essential

GCSE or equivalent ‘C’ grade in English and Maths

Driving Licence

Desirable

IMI Level 3 or equivalent in Motor Vehicles

HND or HNC in Motor Vehicles or equivalent

SKILLS REQUIRED

Essential

Able to work efficiently with the public

Able to convey information clearly & succinctly whether verbal or written

Able to establish effective working relationships with varied personnel

Able to work independently demonstrating initiative and pro-activity

Able to demonstrate sensitivity, diplomacy and tact

Able to persuade negotiate and influence others

Flexibility to cover absences of similar role

Basic computer skills

Desirable

Mechanical knowledge

Word/Excell skills

PERSONAL ATTRIBUTES

Essential

Smart appearance

Excellent telephone manner

Able to maintain confidentiality

Ability to sometimes deal with difficult, impatient or distressed people

Efficient and well organised

Interested in the work of the organisation

Expected salary:

Location: Ashford, Kent

Job date: Fri, 06 Oct 2023 02:41:35 GMT

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