Transport Operations Co-ordinator - (EA Employees Only) | eani

JOB DESCRIPTION

RESPONSIBLE TO: Transport Operations Locality Manager

JOB PURPOSE:

The Postholder will ensure the effective administrative and operational delivery of EA’s Home to School Transport Service within an assigned locality, with particular responsibility for ensuring the safe, appropriate and efficient transport of pupils with special educational needs.

As a key member of the transport team, the post-holder is accountable for providing high quality transport services for eligible pupils that are economically efficient and delivering a high quality and safe service for our children and young people. The Transport Operations Coordinators will work alongside the Transport Operations Locality Manger in leading on the day to day operational management of the service.

The Postholder will be required to work effectively with senior staff across the Transport Service and build and maintain strong and productive working relationships with a variety of internal and external stakeholder.

This role will have supervisory responsibilities for a range of administrative staff, senior driver, drivers and escorts operating in the locality.

MAIN DUTIES AND RESPONSIBILITIES

Home to School Transport Management

To supervise, plan and manage the provision of safe and suitable home to school transport for pupils attending Special Schools within an assigned locality.
To manage, undertake and record risk assessments as appropriate to ensure the safety of all pupils travelling on EA and Private Hire transport services.
Work alongside Transport Locality Inspectors to determine the suitability of on board safety equipment required for pupils travelling on EA and Private Hire transport services.
To consult and discuss with designated Child Protection Officers over matters arising thereto.
To manage the compilation and maintenance of pupil databases on OneLive for transport routes to assigned Special Schools, in a manner which conforms to current legislation, consistent with the policy and controls of the Education Authority (EA), and as directed by the Head of Service (HOS).
To coordinate and assist with the provision of safe and suitable home to school transport for statemented pupils attending specialist provision centres and mainstream schools within an assigned locality.
To oversee the planning and provision of suitable transport arrangements for eligible children to and from schools and FE Colleges by a variety of means including EA bus, public transport, private hire and parental payments.
Prepare and maintain bus routes, timetables and loading lists for EA services.
Manage and support drivers and escorts with complex service delivery issues.
To ensure a co-ordinated and integrated approach to route planning and service delivery that is aligned with all long term strategic plans for the service.
To work alongside the Transport Fleet Service to ensure that the vehicle maintenance programme for the locality is operating as required.
To investigate and report on vehicle accidents and incidents of misbehaviour or vandalism on home to school transport including Translink vehicles as required.

Administration

To comply with all existing transport legislation, policy and practice.
Deputising in the absence of the Transport Operations Locality Manager as and when required.
Dealing with or providing supporting information to address queries, complaints and appeals from parents, drivers, principals, DENI and public representatives relating to all aspects of the work of the Transport Service.
To complete the compliance inspection of private hire vehicles and private hire drivers as deemed necessary in accordance with the Terms and Conditions of the private hire contract.
Provide statistical information on pupils travelling by Translink, Board bus and private hire services
To attend and participate in meetings, panels and working groups as and when required.
Build and maintain strong working relationships with internal and external stakeholders such as CYPS, EA Procurement, EA Catering Service, Private Hire Operators and Translink.
To provide accurate, timely and relevant advice and front line support to EA Services, statutory and non-statutory bodies, School Leaders and Boards of Governors on all matters relating to the transport service as appropriate.
To undertake any other duties which may be requested by the Senior Transport Operations Manager.

Management of Financial Resources & Reporting

To provide statistical information and financial costings for all services as and when required.
To update and maintain a management information system to monitor private hire schedules and routes with the objective of providing an efficient, effective and economic provision of transport.
The preparation of tender documents and making arrangements for the supply of private hire services through the Dynamic Purchasing System to include tender evaluation, award and contract variations.
Oversee and appropriately approve the processing of invoices and claims for Private Hire Operators and Parental Payments, ensuring that they strictly adhere to budgetary controls and deadlines.

Management and Supervision

To supervise Transport Operations Officers in the locality including the management and allocation of duties.
To supervise and manage Senior drivers, drivers, escorts and school crossing patrols within assigned locality.
To deputise for the transport operations locality manager in all aspects of the post when require
To review and provide the training needs of all staff within the service including drivers, escorts and school crossing patrols.
To contribute to the development of a positive team ethos and for the discipline and welfare of staff in the section including drivers and escorts.
To oversee and determine the need for the recruitment of permanent and temporary drivers, escorts and school crossing patrols, including short term cover for staff who are absent from duty.
Participation in the interview and selection process of administrative staff, bus drivers, escorts and school crossing patrols.
Arranging and participating in drivers, escorts and school crossing patrol training courses and inductions in line with current legislation.
Arranging and participating in Private Hire operators training seminars in line with current legislation.
Participate in and provide relevant information for regular contract management of private hire operators as required.
To manage disciplinary matters at line manager level and participate in investigatory panels as required.
Manage and implement EA’s Managing Attendance policy.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Factor

Essential Criteria

Method of Assessment

Qualifications/
Experience

Hold a HNC/HND or above examination qualification and have two years’ demonstrable experience of successfully working in a complex operational service;

Have four years’ demonstrable experience of successfully working in a complex operational service.

Demonstrable experience in achieving challenging targets and objectives in a complex operational service.

Demonstrable experience of managing business and admin processes including procurement and staff management processes.

Demonstrable experience of working effectively and in partnership with stakeholders and colleagues to achieve challenging outcomes.

Shortlisting by Application Form

Other

The successful candidate will be required:

to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;

be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

Shortlisting by Application Form

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

Factor	Essential Criteria	Method of Assessment
Skills/ Abilities	In line with EA’s Game Changing People Model we will look for evidence of: Ability to plan and organise work plans and schedules in advance and to work under pressure and be deadline focussed. Evidence of driving customer focused service improvement to deliver improved outcomes for children and young people. Ability to identify risk and use own initiative to solve problems Excellent communication skills, both written and verbal, with a proven ability to effectively communicate, negotiate and influence a wide range of internal and external stakeholders to achieve organisational outcomes. Ability to take a responsive and customer focused approach to work	Interview
Knowledge	Demonstrable knowledge of the current and anticipated challenges related to the role.	Interview
Values Orientation	Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.	Interview

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.

Transport Operations Co-ordinator - (EA Employees Only)

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