CHILDREN S HOSPICE ASSOCIATION SCOTLAND. Transport Manager Job Title: Job Family: Support Services - Hospice. Responsible to:

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1 JOB DESCRIPTION 1. JOB IDENTIFICATION Transport Manager Job Title: Job Family: Support Services - Hospice Location: Robin House (though significant travel involved in role). Responsible to: Hospice Support Services Manager Salary: CHAS Band 5 Job Ref No: 2. JOB PURPOSE The post holder will provide leadership and management of all aspects of fleet management, patient transport, vehicle safety and occupational road risk across the organisation. This includes non-emergency patient transport to and from our Hospices. 3. ORGANISATIONAL POSITION Director for Children and Families Hospice Support Services Manager Robin House Transport Manager (This Post) Catering Team Leader Maintenance Engineer Head Housekeeper 4. MAIN TASKS Patient Transport and Transport Legislation Occupational Road Risk and vehicle safety Capital purchases of fleet and equipment Management of CHAS fleet 1

2 5. JOB ACTIVITIES Patient Transport - Hospices Provides leadership on all aspects of non-emergency medical transport service to/from CHAS Hospices. Understands transportation requirements for patients with complex medical conditions, including respirators and oxygen concentrators. Co-ordinates appropriate transport methods/vehicles and essentially triages the transport options for children with complex medical conditions. Books external services as needed (e.g. Scottish Ambulance Service, Ambulance Scotland etc). Leads on passenger safety by liaising with Charge Nurses and/or Family Support Social Worker to ensure passenger safety plans (PSP) are up to date and available for review and discussion ahead of all journeys. Ensures there is a suitable process to share PSP s with drivers before transport process commences. Co-ordinates driving rota for patient transport by assessing daily and weekly drives for hospices and identifying the resources required. Co-ordinates and manages CHAS drivers as needed. Ensures appropriate lifting and handling techniques are used at all times when moving patients and equipment. Co-ordinates arrangement of suitable vehicles for outings involving our children and siblings. Ensures appropriate clamping techniques are used for wheelchairs and buggies etc, and clamps are fit for purpose. Delivers training as necessary. Ensures data is centrally stored and is available for week on week comparison stats. Provides monthly reports. Leads on the training matrix for patient transport and ensure it is developed in order to meet the learning and development needs of volunteers and staff. Sources relevant external trainers/courses needed in order to fulfil patient transport needs. Manages budget for patient transport. Assessor for CHAS and leads on MiDAS driver assessing. Leads by example. Occupational Road Risk Provides leadership on occupational road risk and ensures a strategic approach across CHAS. Ensures compliance of transport legislation across CHAS and effective communication channels are used. Implements and enforces safe systems of work to reduce risks to drivers, passengers and all other parties. Leads on the assessment of appointed drivers, volunteers and/or outsourcing, providing recommendations and solutions for emerging issues. Co-ordinates the updating of policies, procedures and guidance in relation to occupational road risk. Provides/Creates useful information to staff and volunteers through various mediums , poster, intranet etc. Collates and reviews vehicle accident and incident data (including near miss). 2

3 Leads on the mitigation strategy to reduce the risk impact severity and/or probability of occurrence. Updates Risk Register as necessary and highlights emerging issues. Periodically reviews internal process to assess staff fitness to drive for business (including where employees drive their own vehicle for business purposes). Co-ordinates the central processing of Driving for CHAS forms (staff only). Instructs on mandatory CHAS paperwork/signage/equipment required for fleet vehicles, including basic equipment needed for emergencies. Co-ordinates seasonal change of equipment basics. Creates vehicle check sheets, driver policies, handbooks, vehicle accidents pack, driver report forms etc. Reviews processes. Leads and assesses the need for emergency planning in respect of adverse events and understands/oversees the need to dynamically risk assess journeys. Delivers and arranges necessary training (including MIDAS training) for all drivers of CHAS vehicles. Ensures appropriate lifting and handling techniques are used when moving equipment and goods by reinforcing information and good practice. Ensures all learning and development courses and opportunities are appropriate for business needs and staff/volunteer requirements. As a member of the Health & Safety committee ensures compliance with Health & Safety legislation. Shares learning and knowledge with staff and volunteer drivers and leads by example. Fleet Management Provides leadership on fleet requirements across CHAS ensuring vehicle purchases reflect business needs and safety requirements. On a quarterly basis, assesses CHAS fleet vehicles and analyses replacement options in order to ensure fleet is consistently fit for purpose. Provides leadership on maintenance routines needed for CHAS vehicles. Co-ordinates internal maintenance routines at hospices (via Maintenance staff) and other locations in order to ensure tyre pressures, oil and water levels (etc) are checked on a regular basis. Provides guidance on reducing business mileage and related cost to the organisation. Retains and checks records of internal maintenance routines and provides exception reporting to Hospice Support Services Manager. Reports defects and deficiencies of vehicles and equipment, and instructs or sources replacements/repairs where needed in a timeous manner, responding to emergency situations. Ensures vehicles have the necessary Road Tax, MOT, Insurance, Road-side Assistance and servicing history. Instructs and logs MID checks on vehicles used for CHAS business. Co-ordinates LOLER checks and servicing of all CHAS vehicles (as appropriate). Sources external repairs and garage work as necessary. Carries out vehicle checks and risk assessments to mitigate/eliminate risk. Ensures vehicles are clean and well maintained. 3

4 Co-ordinates vehicle branding and decals. Ensures fleet is available for booked use and manages emergency situations / requests. Delivers effective and efficient systems to allow staff and volunteers to report faults and concerns. Co-ordinates the process for pre and post use of vehicle records Establishes and maintains relationships with third parties/vendors. Manages budget for CHAS vehicles. Is available out of hours on an emergency basis to trouble-shoot problems and advise duty managers of course of action. Any other relevant duties. 6. DIMENSIONS Frequently required to plan and co-ordinate patient transport. In this role provides technical guidance on the safe use and maintenance of vehicles to staff, volunteers and drivers alike. The post is line managed by the Hospice Support Services Manager at Robin House. Line Management is provided via weekly meetings, monthly team meetings and by an annual appraisal and informal meetings when required. 7. KNOWLEDGE, SKILLS AND EXPERIENCE Knowledge Demonstrable knowledge of patient transport practices and procedures. Good knowledge of project management. Demonstrable knowledge of Occupational Road Risk. Firm knowledge of the Microsoft Office suite packages including Outlook, Word, Excel and PowerPoint. Skills and abilities Commitment to a high quality outputs. High degree of accuracy and attention to detail. Excellent time management abilities. Ability to prioritise and manage own workload and work on own initiative. Constructive, creative, effective problem solving skills. Developed oral and written communication skills. A calm, logical and methodical approach when working under pressure or to tight deadlines. Experience Experience of working in a patient transport environment (desired). Experience of own diary management and travel planning. Experience of project management. Personal Attributes Resourceful and enterprising, with a positive attitude to challenges and change. 4

5 Ability to work closely with volunteers and to recognise their contribution to driving at CHAS. Commitment to core vision and values of CHAS. Friendly and outgoing with the ability to interact positively with people at all levels. Willingness to travel between CHAS sites as required on a regular basis. Commitment to own Learning and Development requirements for the role. 8. DECISIONS AND COMMUNICATIONS Decisions Requires vision to plan the development of the CHAS patient transport service to and from hospices. Requires vision to change approach to fleet management process across CHAS in order to improve efficiencies. Within the agreed management structure of CHAS, works within clearly defined procedures, where judgement and initiative are required to prioritise work. Range of sometimes complex facts and situations, requiring analysis, regarding workload and performance management, assessment of safety procedures and legislation. Responsible for complying with the CHAS Health and Safety Management Policy and associated procedures and co-operate with CHAS in complying with its legal duties. Is required to use tact and diplomacy when dealing with complaints and showing empathy when dealing directly with the child or family. 9. SPECIAL CONDITIONS Equipment On a daily basis, is required to use/drive vehicles mini-bus, car, van etc. On a daily basis, is required to use the following IT systems and packages; Microsoft Office (Word, Excel, Outlook, Project, Visio) CHAS IT systems, and the Intranet and the internet. Paper based and electronic filing system. Is required to use general office equipment and video conference equipment. Observes a duty of care to all equipment used in the course of CHAS business. Working Conditions Frequent exposure to unpleasant working conditions through working outside in inclement weather. Available for emergency driving cover. Physical Effort There will be need to inspect fleet of vehicles including ramps, clamps etc. In maintaining vehicles and equipment there is a requirement to lift and use technical and non-technical equipment on a daily basis. This requires a moderate physical effort to be exerted for several extended periods of the day. 5

6 Mental Effort Regularly required to concentrate while producing documents in a role where interruptions are regular and the work pattern is predictable. Frequent requirement for high levels of concentration for inspections and interruptions to deal with emergencies. Concentration whilst working with tools and adhering to health and safety legislation. Emotional Effort Exposure to distressing or emotional circumstances is possible. Indirect exposure to distressing or emotional circumstances through having to transport a child or young person with a life-threatening or life-limiting condition and their families. 6

7 PERSON SPECIFICATION Rachel and Robin House Attributes Essential Desirable Method of Assessment Education, Qualifications and Training Application Form Interview Educated to degree level (or similar experience) in a relevant discipline. MiDAS driver assessor (or willing to become a MiDAS driver assessor trainer). Paramedic or Ambulance Technician experience/qualification. Health & Safety qualification (IOSH, NEBOSH or other) Advanced Driver qualification. Skills, Abilities and Knowledge Knowledge of appropriate lifting and handling techniques when moving patients. Comprehensive knowledge of transport legislation and procedures. Knowledge of vehicles, mechanics. Retains organised records of vehicles, schedules, rotas and training/guidance. A calm, logical and methodical approach to duties, often working under pressure to tight deadlines. Ability to work on own initiative and as part of a team. Ability to create logs and update policies and procedures as necessary. Good working knowledge of the Microsoft Office suite packages including Outlook, Word, Excel and PowerPoint. Category C1 Licence holder. Ability to train staff and volunteers. Application Form Interview 7

8 Attributes Essential Desirable Method of Assessment Full current driving licence. Experience Considerable experience of managing a non-emergency medical transportation service, including related staff and volunteers. (Or similar). Significant experience of transportation requirements for patients with complex conditions. Significant experience of Fleet Management. Considerable experience of managing occupational road risk and updating company policies and procedures. Considerable experience in vehicle maintenance and repairs. Experience of managing improvement/change projects. Experience of measuring and minimising project risk. Experience of delivering change to an organisation. Relevant experience working with volunteers. Application Form Interview Personal Qualities Highly organised and methodical. Positive and confident. Personal drive, initiative and effectiveness. Acts with integrity. Child and family focused. Works co-operatively with colleagues to improve service. Demonstrates initiative and acts with effectiveness. Accountable for own actions and decisions. Interview 8

9 Attributes Essential Desirable Method of Assessment Commitment to CHAS core value, vision and purpose. Commitment to working with/supporting volunteers. Professional attitude to work. Views change as a natural, positive and a continuing process. Other Requirements Resourceful and enterprising, with a positive attitude to challenges and change. 9