Job info	Job info details
Job title	School Transport Coordination Officer
Strategic team/Directorate	Childrens Services
Service	Education and SEND
Business unit	Childrens Services Transport Team
Responsible to (day to day issues)	Transport Manager
Accountable to (line manager)	Transport Manager
Salary grade	G
JE ref	COMM16

1. Key purpose of job

• To assist the Children’s Services Transport Team with determining the entitlement to transport, making arrangements for the provision of transport and the deployment of Transport escorts. The key areas are managing the network of existing contracted routes and  the capita system, and the procurement of Transport through the Devon Procurement Framework.

2. Anticipated outcomes of post

• Children and Young People can access education by using Torbay Council adapted transport.
• Home to school transport routes will be effectively maintained, ensuring value for money and excellent customer service.
• Transport escorts are allocated appropriate and sensible routes. 

3. List key duties and accountabilities of the post

• Accountable for determining entitlement of school pupils in accordance with policy and presenting to a senior managers panel.
• Responsible for responding to and provide costs for requests for transport from Childrens Services social care teams, in most cases with 24 hours notice.
• Responsible for making arrangements for client transport in most cost-effective manner, including undertaking negotiations with transport providers over the cost arrangements.
• Design of the Children’s Services Transport routes and make day to day changes where required, whilst securing value for money.
• Responsible for arranging escorts for children when required and assist with the supervision of the work and the arrangements for equipment.
• Undertake Planning and monitoring of the operation of routes operated jointly with other providers (e.g., other local authorities).
• To update and maintain Children’s Services Transport data for internal use and for regional and national benchmarking.
• To ensure accurate financial recording and processing of expenditure of the Children’s Services Transport budget for auditing purposes including updating financial database for managers to review and monitor.
• Act as Torbay Council’s point of contact with service users and, where possible, resolving straightforward queries or concerns. To escalate more complex concerns to the School Transport Manager as needed.
• To provide advice and support to parents, carers, schools and other agencies where required.
• Responsible for the collection of information and data for undertaking network reviews and ongoing operations.
• To assist with vehicle and loading checks.
• To lead as directed on tender preparation and contract arrangements on Devon Procurement Framework and take and effect decisions on contracts offered through the Procurement Framework following review at senior managers panel.
• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• To decide, in the cases of individual children, whether transport arrangements are suitable and meet the Council’s service standards. 
• Work with the systems team within children services and on occasion outside contractors to improve service delivery.
• Decide what action to take when parents or carers ask for amendments to their child’s travel arrangements, e.g., if a parent asks for a special arrangement by reviewing data and risk assessments.
• Deal with unexpected disruption to the travel arrangements for passengers e.g. if a transport operator ceases to trade or a vehicle breakdown occurs.
• To assist in the preparation of information to senior officers as part of the appeal processes.

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• No direct supervision.
• Responsible for allocation of work to school transport escorts 80+). Investigate and resolve work issues regarding pay, concerns re children and young people, sign off pay claims, input onto My View & authorise. Record pay claims and absences on to escort record card.

6. Working environment and conditions of the post

• Normal working environment and conditions.

7. Physical demands of the post

• Normal physical demands.

8. Specific resources used by the post

• Over 100 car seats / harnesses / clamps / incontinence seats / sick bags / buckle safes / Hi-Vis vests. 

9. Key contacts and relationships

External

• Parents and carers of service users where appropriate.
• Public service providers (bus & rail).
• Private transport operators.

Internal

• Colleagues in Children’s Services Directorate.
• Colleagues in Transportation Planning Team.
• Colleagues in other Directorates as required.
• Colleagues in other Authorities.
• School based staff.
• School Governors.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post is eligible for both hybrid and permanent home working.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures.
• As this post meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	School Transport Coordination Officer
Strategic team/Directorate	Childrens Services
Service	Education and SEND
Business unit	Childrens Services Transport Team

Skills and effectiveness

Essential skills and effectiveness

• Ability to interpret and implement policy criteria.
• Excellent organisational and time keeping skills, sufficient to deliver a reliable and efficient transport service, and manage conflicting priorities in a fast-paced dynamic environment.
• Effective standard of IT skills (competent with word processing, spreadsheets, internet navigation, use of databases).
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• Effective communication / diplomacy skills including the ability to negotiate with external contractors.
• Understanding of customer service including some administration support skills.
• Ability to work flexibly as part of a team.
• Ability to work independently whilst using own initiative to resolve situations.
• Able to handle confidential information sensitively.
• Ability to build rapport and understanding, and remain calm, patient and diplomatic when dealing with challenging situations.
• Willing and able to make pertinent and balanced decisions whilst considering the impact on a child/young person and their family.
• Ability to plan future workload to meet deadlines.
• Excellent organisational and time keeping skills, sufficient to deliver a reliable and efficient transport service, and manage conflicting priorities in a fast-paced dynamic environment.

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

• Knowledge of School Transport policy and procedures.
• Basic Knowledge and understanding of SEND.
• Knowledge of route optimisation. 

Desirable knowledge

• Knowledge of CAPITA and/ or Liquid Logic.
• In depth understand of SEND and how this can impact transport.
• Knowledge of allocation of staff to route with a clear understanding of the geographical impact.
• Local geographical knowledge.

Experience and achievements

Essential experience and achievements

• Experience working in a customer service area.
• Working in an office environment.
• Experience of working in a fast-paced dynamic environment.

Desirable experience and achievements

N/A

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to A Level / NVQ Level 3 standard or relevant experience or willing to reach required level of qualification. 

Desirable qualifications/professional memberships

N/A

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people.
• Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
• Ability to accommodate occasional home-working.