Job summary
A great opportunity has arisen for a highly motivated Co-ordinator to become part of the Transport and Travel plan team.
Reporting to the Transport and Travel Plan Manager, the person in this role is responsible for coordinating all aspects of the Transport office drivers rotas, making adjustments on a daily basis as required to cover all shifts. The post holder will be required to cover gaps on the rota through use of internal staff, or through booking bank cover as required. The requirement to be available to cover shifts as needed is also essential. This might include an early morning start, or a late finish to cover a shift in the event of sickness.
The post holder will keep records of all annual leave and sickness, and oversee compliance to mandatory training and direct support across all areas of responsibility as required.
This role is required to provide administrative support within both the transport and travel plan offices. Candidates are required to have a high level of organisational skills and someone who is good at communicating with a wide range of internal and external clients, demonstrating the highest standards of customer care.
If you are a team player flexible, reliable and have great people skills then we want to hear from you.
Main duties of the job
- Deputise for the Transport and Travel Plan Manager as required.
- Line management of Travel Plan Office and car parking staff including recruitment, training, mentoring, appraisals, performance management and welfare.
- Contact for external enforcement car parking staff, and responsible for liaison with their management team.
- Manage databases used within the Travel Plan office and liaising with all associated organisations linked to this, as well as maintaining the electric charge point database.
- Establish , monitor and facilitate key staff user groups in the Trust, including bicycle user groups and others as required to promote and develop sustainable travel options.
- Responsible for handling car parking complaints, permit refusals , fines, escalating to the Transport and Travel Plan Manager where necessary.
- Liaise with car parking operators.
- Ensure Trust vehicles comply with all DVLA standards and requirements, including booking and arranging any maintenance and service.
- Plan and agree annual leave in accordance with availability of drivers, as to ensure all essential shifts are covered.
- Liaise with other departments and managers to arrange and prioritise work as they arise in a prompt manner.
- To be able to drive all types of vehicles operated by the Transport department.
- General furniture and equipment movement within the Trust.
- To drive Trust vehicles if required.
- Ad-hoc tasks as may be required from time to time.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
This is an exciting time to join our Trust, as we work on the expansion of our theatres at Ashford Hospital and move towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures; with care delivered by dedicated, specialist teams in a modern and well-equipped environment.
We hope to use this centre to create an environment of learning and to facilitate training of the next generation of our skilled NHS workforce. Our plans are ambitious - why not, come and be a part of our journey.
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
- To provide frontline management support to the Transport, Fleet and Travel Planning Manager, deputising when required.
- Organise, co-ordinate and administer staff training, appraisals and absence management.
- Create and maintain driving schedules, bus timetables, goods runs and other related transport services.
- Ensure all vehicles have up to date servicing, licensing and other regulatory requirements booking and arranging any maintenance and servicing as required.
- Represent the department when required at meetings or other forums.
- Order and purchase vehicle equipment and parts.
- Ensure all drivers rosters are filled using relevant bank and agency when required and authorised.
- Plan annual leave, mandatory training and CPC and other transport related training for drivers.
- Assist the Transport Manager in adjusting the service to fit changes in demand and activity.
- To provide a service to the employing Trust and to other users of the service whilst undertaking driving responsibilities.
- To be dependable and physically fit due to the need of lifting and handling of goods.
- To demonstrate professionalism, honesty and integrity, in all matters of a confidential nature.
- Work automatously.
- Liaise with other departments and managers to arrange & prioritise work as they arise.
- Able to act on his/her own initiative, particularly when on duty as a lone worker by dealing with all requests made.
- To change delivery/collection routes as necessary due to traffic congestion to meet target delivery deadlines, thus not affecting other services within the Trust (such as Pathology & Pharmacy) of affecting the SLA with other users.
- Delivering and collection of stores, mail, medical records, furniture and other items as requested.
- Following departmental and national guidance to safely and securely carry sensitive, high cost and perishable items such as pharmacy (including controlled drugs), blood, specimens, oxygen in a timely manner.
- Working with Sterile Service Department to ensure time critical collection and delivery of sterile theatre instruments between the Ashford and St Peters sites.
- Responsible to act according to availability and carry out all ad-hoc requests in a prompt manner.
- To be able to drive all types of vehicles operated by the transport department.
- To be trained to drive a Passenger Carrying Vehicle (Vocational Licence D1 required) and be fully compliant with the requirement to hold a full Driver Certificate of Professional Competence (Driver CPC).
- Passenger Carrying Vehicle drivers must adhere to the Department of Transport Law relating to Passenger Transport Operation.
- Responsible for the roadworthiness checks on vehicles, including oil, water, tyres, etc.
- If stopped/spot checked by Police, drivers are legally responsible for the roadworthiness of the vehicle that they drive.
- Be responsible for the security & safety of whatever load they are carrying in their vehicle whether this is passengers or goods.
- Drivers are also responsible for loading and unloading their vehicles, including patients and cadavers as well as stock items, records, boxes etc.
- Drivers are responsible for the cleanliness of the vehicles they drive, including the clean up of any spillages on board.
- Responsible for carrying passengers where necessary, (staff and patients including Mental Health) that can be confused, frightened or aggressive and may be wheelchair bound.
- Transporting patients from A&E and occasionally (if urgent) from wards.
- Removal of cadavers, foetuses, and still born babies to the mortuary and external hospitals correctly completing all necessary forms in compliance with in house procedures and the Human Tissue Act.
- Any other duties that may be deemed appropriate for the position.
- Line management of Travel Plan Office, car parking staff including recruitment, training, mentoring, appraisals, performance management and welfare.
- Performance management of travel, car parking contract staff.
- To be the point of contact for the external enforcement car parking staff and be responsible for liaison with management team of same staff.
- Organise publicity, marketing and training events as required and lead review meetings with external enforcement company.
- To work with the Transport Fleet and Travel Planning Manager to ensure full implementation, monitoring and review of the measures contained within the Travel Plan. As a response to this monitoring and review the post holder is also required to update the Travel Plan as required, based on changing travel requirements at the Trust.
- To contribute to Trust Car Parking Group.
- Organise annual staff travel surveys and surveys of other key user groups as required. Survey results are to be used to report on the progress of the Travel Plan.
- To be responsible for the training of staff on the new software, changes to parking systems,
- To deliver and monitor the car park management policies, including control and management of staff car parking permits and the introduction of the scratch-card pay-as-you-park system.
- To manage the databases used within The Travel Plan Office and to liaise with other directorates and external organisations in matters relating to other data/databases associated with the management of staff car parking permits and the parking management strategy.
- To review all documentation relating to the management of the parking including forms, policy documents and guidelines.
- To document and analyse trends in the allocation of permits and other data relating to permits and parking at the Trust and undertake annual reviews of the permit system as required.
- To establish, monitor and facilitate key staff users groups in the Trust including bicycle user groups and others as required.
- In conjunction with the Transport, Fleet and Travel Planning Manager, work in partnership with local authorities, external car parking enforcement companies and local transport operators to promote improve and further develop sustainable travel options and to address transport related issues on and around Trust sites.
- To keep up to date with travel plan policies and techniques and emerging transport initiatives.
- To be responsible for handling car parking complaints and appeals against permit refusal and fines, escalating to the Transport, Fleet and Travel Planning Manager where necessary
- To be responsible for liaison with car parking operators.
- Help to facilitate improvements to the sustainable travel measures provided and develop new measures as and when required.
- To be responsible for liaison with car parking operators.
- To contribute to creating departmental procedures.
- To contribute to the writing of Trust policies and business cases and to take the lead on projects relating to travel planning, car parking, security and the promotion of sustainable travel measures.
- Contribute to the development of travel plan strategies to achieve the reduction in single occupancy car journeys.
- To work with staff of all levels, union representatives, local authorities and travel related groups to promote and publicise sustainable travel measures available via a variety of electronic communications, notices/posters, presentations and displays as appropriate.
- To act as the focal point of contact for stakeholders, including staff, patients and visitors.
- To be responsible for the key relationship with external suppliers for all Security and Car Parking supplies including DX Solutions and Liberty Services.
- To manage and oversee the use of the Trust access control and car park databases /systems.
- To be the security interface with departmental heads for controlled access to the sensitive areas of the Trust.
- To be involved in major incident and fire alarm activations/emergencies.
- To be responsible for the acceptance, banking and balancing of monies paid in respect of lost swipe cards, lost parking permits and emergency card issues. To be responsible for the documentation, control and disposal of lost property including valuables.
- To be responsible for the recharging of car parking fees, postal services and other facilities related services.
- To assist the Transport, Fleet and Travel Planning Manager in developing protocols and processes relating to income-related car park, and lost property services.
Job description
Job responsibilities
- To provide frontline management support to the Transport, Fleet and Travel Planning Manager, deputising when required.
- Organise, co-ordinate and administer staff training, appraisals and absence management.
- Create and maintain driving schedules, bus timetables, goods runs and other related transport services.
- Ensure all vehicles have up to date servicing, licensing and other regulatory requirements booking and arranging any maintenance and servicing as required.
- Represent the department when required at meetings or other forums.
- Order and purchase vehicle equipment and parts.
- Ensure all drivers rosters are filled using relevant bank and agency when required and authorised.
- Plan annual leave, mandatory training and CPC and other transport related training for drivers.
- Assist the Transport Manager in adjusting the service to fit changes in demand and activity.
- To provide a service to the employing Trust and to other users of the service whilst undertaking driving responsibilities.
- To be dependable and physically fit due to the need of lifting and handling of goods.
- To demonstrate professionalism, honesty and integrity, in all matters of a confidential nature.
- Work automatously.
- Liaise with other departments and managers to arrange & prioritise work as they arise.
- Able to act on his/her own initiative, particularly when on duty as a lone worker by dealing with all requests made.
- To change delivery/collection routes as necessary due to traffic congestion to meet target delivery deadlines, thus not affecting other services within the Trust (such as Pathology & Pharmacy) of affecting the SLA with other users.
- Delivering and collection of stores, mail, medical records, furniture and other items as requested.
- Following departmental and national guidance to safely and securely carry sensitive, high cost and perishable items such as pharmacy (including controlled drugs), blood, specimens, oxygen in a timely manner.
- Working with Sterile Service Department to ensure time critical collection and delivery of sterile theatre instruments between the Ashford and St Peters sites.
- Responsible to act according to availability and carry out all ad-hoc requests in a prompt manner.
- To be able to drive all types of vehicles operated by the transport department.
- To be trained to drive a Passenger Carrying Vehicle (Vocational Licence D1 required) and be fully compliant with the requirement to hold a full Driver Certificate of Professional Competence (Driver CPC).
- Passenger Carrying Vehicle drivers must adhere to the Department of Transport Law relating to Passenger Transport Operation.
- Responsible for the roadworthiness checks on vehicles, including oil, water, tyres, etc.
- If stopped/spot checked by Police, drivers are legally responsible for the roadworthiness of the vehicle that they drive.
- Be responsible for the security & safety of whatever load they are carrying in their vehicle whether this is passengers or goods.
- Drivers are also responsible for loading and unloading their vehicles, including patients and cadavers as well as stock items, records, boxes etc.
- Drivers are responsible for the cleanliness of the vehicles they drive, including the clean up of any spillages on board.
- Responsible for carrying passengers where necessary, (staff and patients including Mental Health) that can be confused, frightened or aggressive and may be wheelchair bound.
- Transporting patients from A&E and occasionally (if urgent) from wards.
- Removal of cadavers, foetuses, and still born babies to the mortuary and external hospitals correctly completing all necessary forms in compliance with in house procedures and the Human Tissue Act.
- Any other duties that may be deemed appropriate for the position.
- Line management of Travel Plan Office, car parking staff including recruitment, training, mentoring, appraisals, performance management and welfare.
- Performance management of travel, car parking contract staff.
- To be the point of contact for the external enforcement car parking staff and be responsible for liaison with management team of same staff.
- Organise publicity, marketing and training events as required and lead review meetings with external enforcement company.
- To work with the Transport Fleet and Travel Planning Manager to ensure full implementation, monitoring and review of the measures contained within the Travel Plan. As a response to this monitoring and review the post holder is also required to update the Travel Plan as required, based on changing travel requirements at the Trust.
- To contribute to Trust Car Parking Group.
- Organise annual staff travel surveys and surveys of other key user groups as required. Survey results are to be used to report on the progress of the Travel Plan.
- To be responsible for the training of staff on the new software, changes to parking systems,
- To deliver and monitor the car park management policies, including control and management of staff car parking permits and the introduction of the scratch-card pay-as-you-park system.
- To manage the databases used within The Travel Plan Office and to liaise with other directorates and external organisations in matters relating to other data/databases associated with the management of staff car parking permits and the parking management strategy.
- To review all documentation relating to the management of the parking including forms, policy documents and guidelines.
- To document and analyse trends in the allocation of permits and other data relating to permits and parking at the Trust and undertake annual reviews of the permit system as required.
- To establish, monitor and facilitate key staff users groups in the Trust including bicycle user groups and others as required.
- In conjunction with the Transport, Fleet and Travel Planning Manager, work in partnership with local authorities, external car parking enforcement companies and local transport operators to promote improve and further develop sustainable travel options and to address transport related issues on and around Trust sites.
- To keep up to date with travel plan policies and techniques and emerging transport initiatives.
- To be responsible for handling car parking complaints and appeals against permit refusal and fines, escalating to the Transport, Fleet and Travel Planning Manager where necessary
- To be responsible for liaison with car parking operators.
- Help to facilitate improvements to the sustainable travel measures provided and develop new measures as and when required.
- To be responsible for liaison with car parking operators.
- To contribute to creating departmental procedures.
- To contribute to the writing of Trust policies and business cases and to take the lead on projects relating to travel planning, car parking, security and the promotion of sustainable travel measures.
- Contribute to the development of travel plan strategies to achieve the reduction in single occupancy car journeys.
- To work with staff of all levels, union representatives, local authorities and travel related groups to promote and publicise sustainable travel measures available via a variety of electronic communications, notices/posters, presentations and displays as appropriate.
- To act as the focal point of contact for stakeholders, including staff, patients and visitors.
- To be responsible for the key relationship with external suppliers for all Security and Car Parking supplies including DX Solutions and Liberty Services.
- To manage and oversee the use of the Trust access control and car park databases /systems.
- To be the security interface with departmental heads for controlled access to the sensitive areas of the Trust.
- To be involved in major incident and fire alarm activations/emergencies.
- To be responsible for the acceptance, banking and balancing of monies paid in respect of lost swipe cards, lost parking permits and emergency card issues. To be responsible for the documentation, control and disposal of lost property including valuables.
- To be responsible for the recharging of car parking fees, postal services and other facilities related services.
- To assist the Transport, Fleet and Travel Planning Manager in developing protocols and processes relating to income-related car park, and lost property services.
Person Specification
Attitude, Behavious and Values
Essential
- Customer service focussed
Qualifications and further training
Essential
- Full clean driving licence (no more than 3 points)
- Conflict resolution
- NVQ Level 4 or certificate in management
Experience
Essential
- Previous supervisory / team leading experience
- Transport, Travel plan or car parking experience
- Analysing data and producing reports
Desirable
- Experience of managing staff
Experience
Essential
- NHS constitution
- Vehicle maintenance
Desirable
- Health and safety legislation
Skills
Essential
- Communication
- Customer focussed
- PC including Word, Excel, Outlook and Internet explorer
Other requirements
Essential
- Flexible to meet needs of the team, service and Trust
Person Specification
Attitude, Behavious and Values
Essential
- Customer service focussed
Qualifications and further training
Essential
- Full clean driving licence (no more than 3 points)
- Conflict resolution
- NVQ Level 4 or certificate in management
Experience
Essential
- Previous supervisory / team leading experience
- Transport, Travel plan or car parking experience
- Analysing data and producing reports
Desirable
- Experience of managing staff
Experience
Essential
- NHS constitution
- Vehicle maintenance
Desirable
- Health and safety legislation
Skills
Essential
- Communication
- Customer focussed
- PC including Word, Excel, Outlook and Internet explorer
Other requirements
Essential
- Flexible to meet needs of the team, service and Trust
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.
