JOB DESCRIPTION
RESPONSIBLE TO: Transport Operations Locality Manager
JOB PURPOSE:
The Postholder will ensure the effective management and organisational delivery of EA’s Home to School Transport Service within an assigned locality, with particular responsibility for ensuring suitable transport arrangements are in place and recorded for pupils attending mainstream schools.
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 Postholder will be required to work effectively with staff across the Transport Service and maintain strong and productive working relationships with a variety of internal and external stakeholders.
This role will have supervisory responsibilities for a range of clerical staff, drivers and escorts operating in the locality.
MAIN DUTIES AND RESPONSIBILITIES
HOME TO SCHOOL TRANSPORT MANAGEMENT
1. Manage the process to determine eligibility of pupils for transport assistance as required in line with the Department of Education circular 1996/41.
2. Arrange transport for eligible pupils to and from schools and FE Colleges by a variety of means including EA bus, public transport, private hire and parental payments.
3. Manage the compilation and maintenance of pupil databases on OneLive for transport routes to assigned Mainstream Schools and Specialist Placements, 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).
4. Arrange the provision of safe and suitable home to school transport for statemented pupils attending Mainstream Schools and Specialist Provision Centres.
5. Prepare and maintain bus routes, timetables and loading lists for EA services.
6. Prepare tender documents and make arrangements for the supply of private hire services through the Dynamic Purchasing System, including tender evaluation, award and contract variations.
7. 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.
8. Raise any reports of a child protection or safeguarding nature with the Transport Operations Coordinator.
9. Systematically review transport operations and make recommendations on cost effectiveness of transport services.
10. Investigate and report on vehicle accidents and incidents of misbehaviour or vandalism on home to school transport including Translink vehicles as required.
11. Manage the hire of EA vehicles for school swimming trips and the delivery of school meals.
12. Complete Risk Assessments on suitability of transport provision.
13. 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.
MANAGEMENT AND SUPERVISION
1. Supervise administrative staff in the section including the management and allocation of duties.
2. Implement EA’s Managing Attendance policy.
3. Identify the need for and assist in the process for the recruitment of permanent and temporary drivers, escorts and school crossing patrols, including short term cover for staff who are absent from duty.
4. Participate in the Interview, Selection and Induction Process for Drivers, Escorts, School Crossing Patrols and clerical staff.
5. Participate in drivers, escorts, school crossing patrol and private hire operator training courses and inductions in line with current legislation.
6. Contribute to the development of a positive team ethos and for the discipline and welfare of staff in the section including drivers and escorts.
7. Process driver and escort timesheets and Human Resources paperwork.
8. Deputise for the transport operations coordinator in all aspects of the post when required.
ADMINISTRATION
1. Comply with all existing transport legislation, policy and practice.
2. Investigate and respond to all general/routine correspondence, emails and telephone enquiries from parents, School Principals and Public representatives.
3. Process invoices and claims for Private Hire Operators and Parental Payments, ensuring that they strictly adhere to budgetary controls and deadlines.
4. Attend and participate in meetings, panels and working groups as and when required.
5. Build and maintain strong working relationships with internal and external stakeholders such as CYPS, EA Procurement, EA Catering Service, Private Hire Operators and Translink.
6. 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 to mainstream schools.
7. Monitor and investigate complaints in line with Board Procedures.
8. Respond to correspondence related to Home to School Transport issues.
9. Manage and respond to requests for School Crossing Patrols in line with relevant EA guidance in cooperation with the relevant Locality Transport Inspectors.
10. Undertake any other duties which may be requested and deemed appropriate to the post.
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.
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.
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 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 third level qualification (HNC or above), or equivalent and have a minimum of two years’ experience of working in an administrative role in an office environment providing comprehensive service co-ordination and support directly to Senior Managers.
OR
Have a minimum of four years’ experience in an administrative role in an office environment providing comprehensive service co-ordination and support directly to Senior Managers.
Shortlisting by Application Form
Skills/
Abilities
Demonstrable ability to work with initiative and to prioritise and organise a complex and busy workload.
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;
OR
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 manage working relationships through effective communication.
Ability to take a responsive and customer focused approach to work.
A high level of written and oral communication skills including accuracy and attention to detail.
High level of IT literacy using a range of applications including OneLive and Microsoft Office applications.
Demonstrates a positive and resilient approach to solving difficult problems.
Flexibility to meet changing demands as required.
Interview
Knowledge
Demonstrable knowledge of the functions of the EA Transport Service and anticipated challenges.
Demonstrable knowledge of EA financial and procurement processes.
Demonstrable knowledge of EA policies and procedures.
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 appointment 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 on www.nidirect.gov.uk/campaigns/accessni-criminal-record-checks or www.justice-ni.gov.uk/articles/about-accessni
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
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