Transportation Manager in Fleet

Purpose

The purpose of the role is to ensure that the School’s transport services are planned, managed and delivered effectively. The Transport Manager will take charge of the Sedbergh School vehicle fleet and ensure that all school minibuses, cars and vans are roadworthy, taxed, MOT’d and insured, and that the drivers carry out their daily checks. In addition to this, the Transport Manager will ensure that all bus pick up and drop off routes are covered daily and coordinate all transport bookings.

Vehicle Maintenance

• Ensure all vehicles (including mini buses, Porters, Catering, Maintenance and Matrons’ vehicles for both sites) are regularly maintained, MOT’d and serviced by a recognised service provider in line with the vehicle manufacturers’ recommendations.
• Book and arrange drivers to take vehicles to service at local garages etc.
• Implement a daily vehicle check sheet system that the drivers check ahead of each journey. (These sheets are to be kept as a record.)
• Ensure there is a reporting system in place for drivers to report defects to vehicles.
• Keep all service records up to date.
• Arrange a 6 monthly check by a reputable mechanic/garage to ascertain that vehicles are in a safe condition for those vehicles not covered by FTA agreements.
• Ensure all minibuses are subject to FTA inspections at appropriate intervals.
• Ensure all minibuses are kept clean and tidy, both inside and out.

Vehicle Bookings

• Maintain a vehicle booking system for all school vehicles, minibus & cars, to include hospital trips, sports events, theatre and social trips.
• Run the transport request booking system for school trips, coaches for away fixtures, tours etc.
• The Transport Manager will provide regular staff briefing and feedback on forthcoming bookings and the overall transport plan. Identify when extra minibuses may be required from hire or when external contractors may be employed with drivers and buses

Beginning and End of Term Airport and Ferry Transport

• Coordinate the end of term and return to school transport for pupils
• Delegate specific drivers to airport runs and book coaches where more cost efficient
• Work with assistant house-parents and deputy heads to complete a list of pupil arrivals and departures at ferries, stations and airports
• Select and brief a team of on-site School representatives to provide airport support for unaccompanied minors and others to ensure that they are delivered to and collected from the correct airline
• Ensure that the airport team communicate problems promptly and pass serious issues to relevant members of the senior management teams (SMTs)

Legislation

• Keep a record of driver details including monitoring drivers’ licences for points and age restrictions (25-70 years of age) and ensure only those drivers with a D1 category drive minibuses any school driver with points must notify the Bursar (Operations) so that the Insurers can be informed.
• Ensure that any hire vehicles are entered onto the “Schools Vehicle Insurance Policy” and taken off when off hire.
• Ensure the school is kept abreast of any impending or changing legislation.
• Minibuses must not be let out for private hire or functions.

Driver Coordination/Logistics

• Hold weekly meetings with minibus drivers and confirm the weekly tasking.
• Provide where possible the drivers with one week in advance of all bookings and tasking.

Mileage Reports and Accounting

• Ensure each vehicle has a vehicle log sheet and each journey is entered onto the log with a reason for the journey and any visits to hospitals the pupil’s names are entered for recharging purposes.
• All end of term journeys for pupils must be recorded.
• All driver files and vehicle files are to be kept up to date and produced as required.