Job summary
This is a new role for the Trust. The successful applicant will be critical to delivering efficient, sustainable cost cost-effective transport solutions for staff and patients, fit for the future.
The role is to lead on two main service areas: The Trusts Internal
Transport and Non-Emergency Patient Transport Service (NEPTS).
Internal Transport is managed by the Trust directly day to day with this
requires leading and managing the team and service level agreements, overseeing
the day-to-day operations, fleet management, and providing a transport service
to the Trust across the Devon and Bristol footprints.
The role will also provide support in relation to other travel in
relation to hotels, trains, planes, and travel expenses.
Non-Emergency Patient Transport Services (NEPTS) is outsourced through an appointed Contractor. The role in this
area is to manage the service contracts, internal stakeholders' (Clinical Directorates)
engagement in using the service, budget monitoring, and procurement compliance.
This scope of work also includes any other specialist transport services.
Both services are critical to Trusts non-clinical and clinical operations
affecting patient care and business. The role requires high professional
standards, ensuring good practice and compliance with all key legislative and
health and safety requirements and standards, codes of practice, and regulations.
Main duties of the job
The Transport Manager is responsible for managing the operational delivery of transport services throughout the Trust. This includes working with system partners and contractors to ensure compliance with statutory targets and safe practices. The role involves providing technical support and advice to managers and staff, managing the Transport and Travel pages of the Trust intranet, and demonstrating high-level communication skills to share sensitive and complex information with stakeholders.
The Transport Manager also negotiates local variations to national policy, contracts with providers, and service level agreements with system partners. They establish and attend Patient Transport Services User Group Meetings, provide compliance representation to Trust-wide Committees, and represent the Trust at external events.
Additionally, the role includes managing the transport administrator and other staff, providing detailed analytical reports on transport compliance and asset management, and ensuring that transport services are compliant with regulations and Trust targets
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
We are committed to developing a culture of coproduction, involving patients, families & carers in everything we do
Our values
We not only recruit based on qualifications & experience - we recruit individuals who possess & demonstrate the behaviours which underpin our Trusts core values. These include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health conditions, neurodiversity or learning disabilities. We are a Disability Confident Leader.
Job description
Job responsibilities
Job Purpose
The role is to lead on two main service areas: The Trusts Internal Transport and Non-Emergency Patient Transport Service (NEPTS).
Internal Transport is managed by the Trust directly day to day with this requires leading and managing the team and service level agreements, overseeing the day-to-day operations, fleet management, and providing a transport service to the Trust across the Devon and Bristol footprints.
The role will also provide support in relation to other travel in relation to hotels, trains, planes, and travel expenses.
NEPTS is outsourced through an appointed Contractor. The role in this area is to manage the service contracts, internal stakeholders' (Clinical Directorates) engagement in using the service, budget monitoring, and procurement compliance. This scope of work also includes any other specialist transport services.
Both services are critical to Trusts non-clinical and clinical operations affecting patient care and business. The role requires high professional standards, ensuring good practice and compliance with all key legislative and health & safety requirements and standards, codes of practice, and regulations.
Duties and Responsibilities
Communication and Working Relationship Skills
- To manage the operational delivery of transport services throughout the Trust, working with system partners and contractors.
- To ensure compliance with statutory targets and recognised safe practices, including monitoring and challenging the standards of externally appointed contractors and providing contract performance data to senior managers.
- To provide technical support and advice to managers and staff of the various operational areas within the Trust pertaining to transport and travel.
- To provide assurance that transport services within the Trust are compliant with regulation, and trust targets.
- To manage the Transport and Travel pages of the Trust intranet.
- The work is high profile and the post holder will therefore need to demonstrate high-level communication skills using developed persuasive, motivational and negotiation skills to provide and receive sensitive and complex information and data in relation to the directorate, which they will need to compile/share with a wide range of stakeholders.
- Cascade information on service-related issues and legislation to team members and the wider Trust, as necessary.
- To provide and receive information on complex issues such as HMRC advice around Benefit in Kind, and the application of Non-Emergency Patient Transport.
- Negotiating local variations to national policy, contracts with providers and service level agreements with system partners.
- Establish and attend Patient Transport Services User Group Meetings with senior representatives throughout the Trust, as a means of developing and evaluating the quality of services provided and received.
- Provide compliance representation and input to Trust-wide Committees. This will include presenting to committees such as EIPOC, Estates Strategy, and Finance Investment Committee, to groups exceeding 20 individuals.
- Represent the Trust at external events as required involving Transport/travel-related issues, including at Devon Integrated Transport Board.
- Provide detailed analytical reports on Transport compliance and asset management to ensure required standards and objectives are met.
- Manage the transport administrator and other staff as the role develops.
Analytical and Judgemental Skills
- Manage database and reports that cover all aspects of Internal Transport services, clients' service requests, finances, live fleet register, vehicle management and maintenance reports and audits, vehicle mileage, and carbon emissions.
- Analyse, and interpret service data, providing regular reports to the senior managers on compliance with the trusts contract KPIs and legal responsibilities in relation to travel and transport and management.
- Ensure compliance with transport, and health/social care related legislation.
- Analyse, and interpret service data, providing regular reports to the Senior Managers on compliance with the trusts contract KPIs and legal responsibilities in relation to travel and transport management.
Planning and Organisational Skills
- Transport and Travel is one of the key target areas of the NHS Green Plan. The post holder is expected to help deliver these commitments in line with the Trusts Green Plan.
- The service operations, management, and vision are to be aligned with NHS Green Plan.
- To meet the annual NHS Standard Service Condition 18: Greener NHS Sustainability.
- To meet, this the post holder will:
- Take actions to reduce fleet vehicles' air pollution;
- Lease or purchase vehicles that are ULEZ and/or ZEVs only;
- Explore alternatives to motorised vehicles;
- Logistics optimisation to reduce miles, and fuel usage and improve health & wellbeing;
- Install electric vehicle infrastructure to support the transition.
- Encourage and appoint Green Champion to undertake local sustainability assessment and improvement audits.
- The post holder is part of the Sustainability Team and is also expected to support in areas staff Sustainable Travel schemes as and when necessary.
Responsibility for Patient/Client Care, Treatment and Therapy
- Overall lead responsibility for the implementation, management, and strategic development of the Trusts Patient Transport Services (PTS). Aligned with corporate objectives, this role leads and ensures high-quality efficient utilisation of resources and contracted services throughout the Trust.
- Areas of responsibilities: Non-Emergency Patient Transport (NEPTS) and Specialist Transfers. Explore and integrate other services for efficiency reasons where necessary such as voluntary services and/or taxis and the Trust fleet.
- Provide strong focused professional advice, guidance, and leadership to affect the transfer of patient services activities with decision-making, whilst ensuring continued improvements in efficiency and effective service delivery. The role includes direct engagement with service users to bring an effective utilisation of service.
- To ensure areas of responsibility are delivered in a way that is consistent with the Trusts values.
Responsibility for Policy and Service Development Implementation
- To write, update or input into policies and standard operating procedures in relation to Transport, Travel, and subsistence (i.e. Patient Transport and Staff Travel and Subsistence Policy)
- To write and be responsible for the annual Fleet Management plan.
Responsibility for Finance, Equipment and Other Resources
- Operational management of the Trusts outsourced patient transport services ensuring KPIs are met within the confines of the allocated resource.
- To ensure that the Trust maintains the best value for money on its services.
- To manage Trust lease cars, and support with salary deduction and salary sacrifice lease car initiatives.
- Contribution towards ensuring that the Trust stays within budget for NEPTS and Specialist Transfers. Escalating any issues, ensuring budget challenge initiatives are proactively responded to and the system break-even position is reached.
- Trusts financial and cost improvement plans. Responsible for ensuring all non-contractual arrangements with external transport providers are cost-effective and within budget.
- Delegated budgetary responsibility for all patient and staff-related transport/travel budgets.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
- Assist the Senior Lead with the development of internal training packages for transport.
- Delivering internal training packages approximately monthly on non-emergency patient transport arrangements and management of pool cars.
- Ensure supervision and appraisal for all staff (Transport Administrator) within the post holders remit is undertaken as per Trust policy.
- Ensure that your individual performance at work and that of any subordinates complies with Trust policies and procedures.
- Provide travel and transport advice and guidance to Trust staff.
- Line management of the Transport Administrator.
Responsibility for Information Resources and Administrative Duties
- Manage and ensure the ongoing development of the department's information technology systems. (SystmOne, MiCad, Daisy), working closely with the Data and Analytics team, proposed changes as required.
- Master user for the Zetasafe including resetting passwords, updating data.
Responsibility for Research and Development
- Researches new equipment and working methods relevant to disposal and transport operations, and advises of potential improvements.
Freedom to Act
- The post holder is guided by regulations. Guidance may be provided by peers and external agencies.
- Manages own work within defined policies and procedures, referring to the Senior Managers where and when necessary.
- Deputise for the Senior Manager as required.
Any Other Specific Tasks Required
- To carry out any other reasonable request of the Senior Manager or Directorate (Head of Facilities and Environmental Sustainability).
- Attend training appropriate to the post and grade.
Review of this Job Description
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of changing service needs. This job description is to be reviewed in conjunction with the post holder on an annual basis.
Job description
Job responsibilities
Job Purpose
The role is to lead on two main service areas: The Trusts Internal Transport and Non-Emergency Patient Transport Service (NEPTS).
Internal Transport is managed by the Trust directly day to day with this requires leading and managing the team and service level agreements, overseeing the day-to-day operations, fleet management, and providing a transport service to the Trust across the Devon and Bristol footprints.
The role will also provide support in relation to other travel in relation to hotels, trains, planes, and travel expenses.
NEPTS is outsourced through an appointed Contractor. The role in this area is to manage the service contracts, internal stakeholders' (Clinical Directorates) engagement in using the service, budget monitoring, and procurement compliance. This scope of work also includes any other specialist transport services.
Both services are critical to Trusts non-clinical and clinical operations affecting patient care and business. The role requires high professional standards, ensuring good practice and compliance with all key legislative and health & safety requirements and standards, codes of practice, and regulations.
Duties and Responsibilities
Communication and Working Relationship Skills
- To manage the operational delivery of transport services throughout the Trust, working with system partners and contractors.
- To ensure compliance with statutory targets and recognised safe practices, including monitoring and challenging the standards of externally appointed contractors and providing contract performance data to senior managers.
- To provide technical support and advice to managers and staff of the various operational areas within the Trust pertaining to transport and travel.
- To provide assurance that transport services within the Trust are compliant with regulation, and trust targets.
- To manage the Transport and Travel pages of the Trust intranet.
- The work is high profile and the post holder will therefore need to demonstrate high-level communication skills using developed persuasive, motivational and negotiation skills to provide and receive sensitive and complex information and data in relation to the directorate, which they will need to compile/share with a wide range of stakeholders.
- Cascade information on service-related issues and legislation to team members and the wider Trust, as necessary.
- To provide and receive information on complex issues such as HMRC advice around Benefit in Kind, and the application of Non-Emergency Patient Transport.
- Negotiating local variations to national policy, contracts with providers and service level agreements with system partners.
- Establish and attend Patient Transport Services User Group Meetings with senior representatives throughout the Trust, as a means of developing and evaluating the quality of services provided and received.
- Provide compliance representation and input to Trust-wide Committees. This will include presenting to committees such as EIPOC, Estates Strategy, and Finance Investment Committee, to groups exceeding 20 individuals.
- Represent the Trust at external events as required involving Transport/travel-related issues, including at Devon Integrated Transport Board.
- Provide detailed analytical reports on Transport compliance and asset management to ensure required standards and objectives are met.
- Manage the transport administrator and other staff as the role develops.
Analytical and Judgemental Skills
- Manage database and reports that cover all aspects of Internal Transport services, clients' service requests, finances, live fleet register, vehicle management and maintenance reports and audits, vehicle mileage, and carbon emissions.
- Analyse, and interpret service data, providing regular reports to the senior managers on compliance with the trusts contract KPIs and legal responsibilities in relation to travel and transport and management.
- Ensure compliance with transport, and health/social care related legislation.
- Analyse, and interpret service data, providing regular reports to the Senior Managers on compliance with the trusts contract KPIs and legal responsibilities in relation to travel and transport management.
Planning and Organisational Skills
- Transport and Travel is one of the key target areas of the NHS Green Plan. The post holder is expected to help deliver these commitments in line with the Trusts Green Plan.
- The service operations, management, and vision are to be aligned with NHS Green Plan.
- To meet the annual NHS Standard Service Condition 18: Greener NHS Sustainability.
- To meet, this the post holder will:
- Take actions to reduce fleet vehicles' air pollution;
- Lease or purchase vehicles that are ULEZ and/or ZEVs only;
- Explore alternatives to motorised vehicles;
- Logistics optimisation to reduce miles, and fuel usage and improve health & wellbeing;
- Install electric vehicle infrastructure to support the transition.
- Encourage and appoint Green Champion to undertake local sustainability assessment and improvement audits.
- The post holder is part of the Sustainability Team and is also expected to support in areas staff Sustainable Travel schemes as and when necessary.
Responsibility for Patient/Client Care, Treatment and Therapy
- Overall lead responsibility for the implementation, management, and strategic development of the Trusts Patient Transport Services (PTS). Aligned with corporate objectives, this role leads and ensures high-quality efficient utilisation of resources and contracted services throughout the Trust.
- Areas of responsibilities: Non-Emergency Patient Transport (NEPTS) and Specialist Transfers. Explore and integrate other services for efficiency reasons where necessary such as voluntary services and/or taxis and the Trust fleet.
- Provide strong focused professional advice, guidance, and leadership to affect the transfer of patient services activities with decision-making, whilst ensuring continued improvements in efficiency and effective service delivery. The role includes direct engagement with service users to bring an effective utilisation of service.
- To ensure areas of responsibility are delivered in a way that is consistent with the Trusts values.
Responsibility for Policy and Service Development Implementation
- To write, update or input into policies and standard operating procedures in relation to Transport, Travel, and subsistence (i.e. Patient Transport and Staff Travel and Subsistence Policy)
- To write and be responsible for the annual Fleet Management plan.
Responsibility for Finance, Equipment and Other Resources
- Operational management of the Trusts outsourced patient transport services ensuring KPIs are met within the confines of the allocated resource.
- To ensure that the Trust maintains the best value for money on its services.
- To manage Trust lease cars, and support with salary deduction and salary sacrifice lease car initiatives.
- Contribution towards ensuring that the Trust stays within budget for NEPTS and Specialist Transfers. Escalating any issues, ensuring budget challenge initiatives are proactively responded to and the system break-even position is reached.
- Trusts financial and cost improvement plans. Responsible for ensuring all non-contractual arrangements with external transport providers are cost-effective and within budget.
- Delegated budgetary responsibility for all patient and staff-related transport/travel budgets.
Responsibility for Human Resources, e.g. Supervision, Training, HR Advice and Management
- Assist the Senior Lead with the development of internal training packages for transport.
- Delivering internal training packages approximately monthly on non-emergency patient transport arrangements and management of pool cars.
- Ensure supervision and appraisal for all staff (Transport Administrator) within the post holders remit is undertaken as per Trust policy.
- Ensure that your individual performance at work and that of any subordinates complies with Trust policies and procedures.
- Provide travel and transport advice and guidance to Trust staff.
- Line management of the Transport Administrator.
Responsibility for Information Resources and Administrative Duties
- Manage and ensure the ongoing development of the department's information technology systems. (SystmOne, MiCad, Daisy), working closely with the Data and Analytics team, proposed changes as required.
- Master user for the Zetasafe including resetting passwords, updating data.
Responsibility for Research and Development
- Researches new equipment and working methods relevant to disposal and transport operations, and advises of potential improvements.
Freedom to Act
- The post holder is guided by regulations. Guidance may be provided by peers and external agencies.
- Manages own work within defined policies and procedures, referring to the Senior Managers where and when necessary.
- Deputise for the Senior Manager as required.
Any Other Specific Tasks Required
- To carry out any other reasonable request of the Senior Manager or Directorate (Head of Facilities and Environmental Sustainability).
- Attend training appropriate to the post and grade.
Review of this Job Description
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of changing service needs. This job description is to be reviewed in conjunction with the post holder on an annual basis.
Person Specification
Knowledge
Essential
- Highly specialist knowledge across all patient transport services.
- Extensive knowledge of NHS healthcare systems and management.
- Theoretical and practicable knowledge in fleet management.
- Extensive knowledge and understanding of specialist NHS related patient transfers and procedures.
- Demonstrable capability and capacity for service management under high pressures in a complex healthcare environment including staff management, financial management, and change management.
Desirable
- Understanding of sustainability and net zero in transport services
- Understanding of lease car management
Analytical and Judgemental Skills
Essential
- Receive and provide complex, GDPR, and commercially sensitive information for analysis and dissemination at relevant Trust committees.
- Proven ability to thrive in a busy working environment.
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality.
- Able to deal with difficult situations.
Desirable
Experience
Essential
- Significant Patient Transport contract management experience.
- Demonstrate the ability to take responsibility, make decisions with the healthcare information available and demonstrate leadership.
- Proven success in business planning and in the development and effective implementation of Patient Transport System plans.
- Proven record of success in managing operational change while also developing and maintaining high standards of quality.
- Experience in budgets monitoring, costing, and invoice validations.
- Significant experience in managing Patient Transport System crew/drivers and fleet vehicles (Ambulances) team, and CQC compliance.
- Good experience in managing Electric vehicles.
- Proven evidence of staff management experience.
Desirable
Communication and Working Relationship Skills
Essential
- Effective interpersonal communication skills.
- Skilled in building strong relationships with stakeholders, including contract Management.
- Willingness to embrace new ways of working/changes.
- Understanding and respect of confidentiality in the workplace.
Desirable
Physical Skills
Essential
- Ability to carry out the physical requirements of the post, with any reasonable adjustment
- Standard typing skills
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Adaptable in continuous change and able to learn quickly.
Desirable
Qualifications
Essential
- Relevant qualifications and certifications as required fulfilling Transport (Fleet Management Degree or HND) and Patient Transport Service (NVQ level 3 or higher) responsibilities, if not held, an equivalent level of experience.
- Post-graduate qualification in Transport Management, and evidence of continued professional development, or equivalent specialist knowledge and experience.
- Management qualification or demonstrable experience in a management position within the estates and facilities domain in NHS or a comparable complex organisation setting.
Desirable
- Membership of a professional Chartered Institute of Logistics and Transport or equivalent.
- HGV/PSV CPC holder.
Planning and Organisational Skills
Essential
- Strong organisational skills to include planning, implementing and managing projects/initiatives with a high level of autonomy.
- Proven ability to motivate and inspire staff.
- Proven ability to translate strategic goals into tactical plans and to monitor progress and outcomes.
- Ability to plan ahead and anticipate.
- Ability to prioritise workload in response to changing demands.
- Proven ability to multi-task.
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
Desirable
Person Specification
Knowledge
Essential
- Highly specialist knowledge across all patient transport services.
- Extensive knowledge of NHS healthcare systems and management.
- Theoretical and practicable knowledge in fleet management.
- Extensive knowledge and understanding of specialist NHS related patient transfers and procedures.
- Demonstrable capability and capacity for service management under high pressures in a complex healthcare environment including staff management, financial management, and change management.
Desirable
- Understanding of sustainability and net zero in transport services
- Understanding of lease car management
Analytical and Judgemental Skills
Essential
- Receive and provide complex, GDPR, and commercially sensitive information for analysis and dissemination at relevant Trust committees.
- Proven ability to thrive in a busy working environment.
- Able to plan, organise, prioritise, coordinate and work flexibly.
- Ability to exercise initiative operating within procedural guidelines.
- Ability to work without direct supervision on a day to day basis.
- Attention to detail/quality.
- Able to deal with difficult situations.
Desirable
Experience
Essential
- Significant Patient Transport contract management experience.
- Demonstrate the ability to take responsibility, make decisions with the healthcare information available and demonstrate leadership.
- Proven success in business planning and in the development and effective implementation of Patient Transport System plans.
- Proven record of success in managing operational change while also developing and maintaining high standards of quality.
- Experience in budgets monitoring, costing, and invoice validations.
- Significant experience in managing Patient Transport System crew/drivers and fleet vehicles (Ambulances) team, and CQC compliance.
- Good experience in managing Electric vehicles.
- Proven evidence of staff management experience.
Desirable
Communication and Working Relationship Skills
Essential
- Effective interpersonal communication skills.
- Skilled in building strong relationships with stakeholders, including contract Management.
- Willingness to embrace new ways of working/changes.
- Understanding and respect of confidentiality in the workplace.
Desirable
Physical Skills
Essential
- Ability to carry out the physical requirements of the post, with any reasonable adjustment
- Standard typing skills
- Ability to recognise and manage challenging situations in a calm and professional manner.
- Adaptable in continuous change and able to learn quickly.
Desirable
Qualifications
Essential
- Relevant qualifications and certifications as required fulfilling Transport (Fleet Management Degree or HND) and Patient Transport Service (NVQ level 3 or higher) responsibilities, if not held, an equivalent level of experience.
- Post-graduate qualification in Transport Management, and evidence of continued professional development, or equivalent specialist knowledge and experience.
- Management qualification or demonstrable experience in a management position within the estates and facilities domain in NHS or a comparable complex organisation setting.
Desirable
- Membership of a professional Chartered Institute of Logistics and Transport or equivalent.
- HGV/PSV CPC holder.
Planning and Organisational Skills
Essential
- Strong organisational skills to include planning, implementing and managing projects/initiatives with a high level of autonomy.
- Proven ability to motivate and inspire staff.
- Proven ability to translate strategic goals into tactical plans and to monitor progress and outcomes.
- Ability to plan ahead and anticipate.
- Ability to prioritise workload in response to changing demands.
- Proven ability to multi-task.
- Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision.
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
