Job Title: / Technical Clerk, Statutory Transport / Job ID/ Post ref: / HC99
Directorate: / Transportation, Housing & Environment / Role Profile: / TR2A
Service Area: / Highways and Construction / Grade: / 4
Reporting to: / Statutory Transport Officer / Date of Issue: / 11.05.2016
Job Purpose:
To co-ordinate passenger transport services in relation to Education, Social Services and Voluntary Social Services transport together with providing administrative support to the Statutory Transport Officer.
Principal duties and responsibilities:
1.To provide clear and concise budget information to Social Services and Education budget holdersto identify the annual cost for each route based on the school calendar and the total cost per cost centre.Monitoring regularly and providing monthly budget statements to the relevant accountants.
2.Monitoring and analysing routes and claims to identify saving and implementing measures to achieve savings, through the use of critical path analysis of routes and pupils to identify where efficiencies can be madeeither by amalgamating or altering routes, reviewing and changing all corresponding factors accordingly .
3.Co-ordinate the Voluntary Social Services Transport, including recruitment, analysing volunteer claims, preparing financial reports for service managers and arranging regular meetings with the volunteers
4.Monitoring service delivery standards and patronage details, carrying out regular reviews in order to provide reports relating to passenger statistics, incident reports and performance for all bus services for these reviews. Alerting line manager to unexplained changes in statistics inside the review period.
5.Maintain records and databases appropriate to the requirements of the Transport Section.
6.Any other duties commensurate with the grade and general level of responsibility that may be assigned from time to time.
Relationships: Responsibility for People – Supervision/Management:
  1. To allocate work and provide advice and assistance on the tasks required to clerical staff and casual survey staff

Impact and Advising: Decision making, Planning requirements and Procedural context:
  1. Identify training requirements and organise training events to maintain and improve standards of
  2. Education, Social Services and volunteer drivers.Maintaining a database of training courses attended, monitoring expiry dates and ensuring that all drivers training is kept up-to-date.
  3. Develop and promote Volunteer driver recruitment initiatives throughout the County, issuing press releases and adverts, attending local events (jobs fairs, retirement course etc) to promote the Volunteer Driver Scheme. Meet with potential volunteers to discuss the role and evaluate their suitability for the role.
  4. Processing and verifying claims for payments from transport contractors, volunteers and employees, including reimbursement from volunteers in the Council’s voluntary car schemes, monitoring journey eligibility and distributing documentation.
  5. Responsible for ensuring all drivers and passenger assistants working on School, College andSocial Services contracts are vetted under the Disclosure and Barring Scheme (DBS).
  6. Responsible for issuing fines to operators who fail to comply with their contract conditions, such as failure to operate, vehicle breakdown etc.
  7. To obtain quotations in compliance with Local Government purchasing regulationsfor transport provision (vehicles and drivers/escorts), developing the route specification, including route pick-ups, vehicle capacity, staff requirements, etc. providing these to the operators in order for them to provide a quote for undertaking the work and undertake the evaluation of returned quotes.
  8. Review transport requests from Social Workers and schedule the most suitable transport.

Relationships: Communication / Nature of Contacts:
  1. Liaise with social workersregarding matters such as transport bookings, queries regarding transport requirements and the needs of those being transported along with the long term planning of transport requirements and provision of costings.
  2. Liaise with schools/HeadTeachers regarding matters such as transport bookings for SEN pupils to discuss medical/mobility, identify transport requirements and agree the most suitable transport, inclement weather and other situations that may require transport to be altered, pupil behaviour on school buses and implement suitable sanctions.
  3. Liaise with transport operators regarding matters such as operational incidents (running late, breakdowns, wrong size vehicle etc) behavioural incidents, reviewing CCTV and taking statements from drivers.
  4. To provide clear and concise transport policy information to customers, dealing with complaints from service users and responding to requests for informationidentifying the most appropriate way to investigate and respond. With safeguarding issues and serious accusations being escalated to the line manager.
  5. The postholder has responsibility for the recruitment, performance management and discipline of volunteer drivers liaising with them to discuss their availability to drive, the journeys they have been scheduled and any issues that arise.

Job Working Environment:
  • The work undertaken is mainly office based.

Person specification – Qualifications, Knowledge, Experience & Skills: / Essential / Desirable
  1. A good educational background to at least GCSE, NVQ 2 or equivalent.
  2. To have, or be studying for, a transport related qualification such as theLevel 2 Certificate in Logistics and Transport.
  3. Proven experience of analysing data using complex spreadsheet and database packages.
  4. A detailed working knowledge of specialised transport computer based systems.
  5. Ability to assimilate information relayed by third parties and react correctly with minimal supervision.
  6. Ability to communicate with members of the public and members of staff from other sections / departments.
  7. Minimum of 3 years experience in a transport related environment.
  8. Welsh language skills
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General Responsibilities:
Corporate: To actively support and ensure compliance with the Safeguarding Policy, Health & Safety Policy, Equal Opportunities Policy and Data Protection Policy. You may be required to undertake such other duties as may reasonably be required of you, commensurate with your grade or general level of responsibility within the organisation.
Author: / Hubert Mathias, Transport Manager