We are seeking a highly organised and proactive Logistics Manager to lead the planning, coordination, and delivery
of a first-class, customer-focused transport service for the College. This is very busy, varied and rewarding role
requiring exceptional organisational skills, strong leadership, and excellent communication.
The Logistics Manager will be responsible for overseeing all aspects of the College’s transport operations,
including daily services, event logistics, fleet management, and international student travel. Additionally, the
Logistics Manager will assist in ensuring that transport and other logistical functions are effectively delivered for
sports fixtures and other College events.
The role also supports commercial activities during holiday periods and contributes to strategic planning and
service development.
Accountabilities: On a day-to-day basis accountable to the Director of Campus Operations.
Key responsibilities:
Daily Transport Operations
• Manage the College’s daily transport service in collaboration with the travel partner (Vectare) and internal
minibus fleet.
• Plan and optimise annual transport routes to ensure reliability, efficiency, and alignment with College
requirements.
• Oversee the day-to-day running of transport services to and from the College.
Communication and Coordination
• Serve as a point of contact for parents, staff, and pupils regarding transport-related enquiries and
concerns.
• Collaborate with the College’s administration, sports departments, and external partners to facilitate
smooth transportation for all events and activities.
• Liaise with Vectare support teams to ensure accurate and up-to-date information is displayed on the
website and within the Transport Guide, with annual reviews.
Trip and Event Transport
• Organise transport for all school-related trips, including house trips, subject excursions, and Community
Service activities.
• Schedule drivers for:
o Staff requiring minibus support
o The Head’s official engagements
o Local shopping trips for boarding students
Sport and Sports Transport
• Coordinate transport for all sports fixtures in collaboration with the Sports Administrator, including
midweek and Saturday fixtures.
• Liaise with Heads and Deputies of individual sports to arrange transport for scholarship pupils across all
disciplines (e.g. rugby, football, cricket, hockey, netball, tennis, athletics, golf).
• Manage daily changes to sports transport schedules and ensure drivers are informed.
• Coordinate with contracted coach companies and approved taxi services, ensuring all permissions and
protocols are followed.
• Support will be provided to the Director of Sport in the coordination and delivery of Saturday sport
fixtures. This will include welcoming and liaising with visiting schools, coordinating with the Facilities
Department to manage parking marshals, and overseeing the organisation of matchday medical provision.
International Student Travel
• Arrange and confirm airport and train station transfers for international students at the start and end of
each term.
• Organise safe and reliable travel for exeat weekends and half-term breaks.
• Liaise with parents, guardians, boarding staff, agents, and transport providers to ensure clarity and
accuracy of arrangements.
• Maintain detailed travel schedules and act as the point of contact during peak travel periods.
• Respond promptly to unexpected travel issues such as delays, cancellations, or changes.
Fleet Management
Working with the Director of Estates, Director of Catering and Head of Facilities:
• Oversee the maintenance and compliance of the College’s “blue” and “white” vehicle fleets.
• Maintain accurate vehicle logs, including service and repair records.
• Schedule and monitor routine maintenance (e.g. tyre pressure, oil levels, cooling systems).
• Ensure vehicles are cleaned regularly and meet safety standards.
• Manage MiDAS (or equivalent) minibus awareness training and certification.
• Ensure all vehicles are appropriately insured and meet legal and regulatory requirements (including
Section 19 Permits).
Vehicle and Driver Allocation
• Allocate vehicles and drivers for scheduled jobs across all College activities.
• Communicate transport schedules and updates to staff and relevant stakeholders.
• Provide driving cover when needed.
Financial Oversight
• Liaise with the Finance Department to ensure accurate pricing and billing (including internal crosscharging and home-to-school parent charges).
• Approve purchase invoices and verify accuracy.
• Provide budget estimates and aim for cost-neutral operation of the transport service.
Service Expansion
• Support the growth of the home-to-school transport provision in line with pupil numbers.
• Launch new routes as needed and renegotiate existing contracts annually to ensure cost-efficiency and
service quality.
Driver Supervision and Compliance
• Recruit, induct, and manage the College’s team of drivers to meet operational needs.
• Monitor driver performance, including safe driving practices, vehicle checks, and incident reporting.
• Maintain accurate records of approved driver status for both internal and external drivers.
Commercial Activities
During holiday periods, assist with:
• Delivering operational on the ground event management for internal events as well as external e.g.
weddings, summer school etc. as and when required.
• Organisation and/or assisting with the administration of events and commercial hires.
• Assist with high level planning and scheduling of events and programmes.
• Assist in the operational and administrative of the Summer Residential letting programme, including pre
and post planning and day to day management.
• Liaising with clients and engaging in show rounds as requested.
Other duties
• The postholder will be expected to participate in the life of the College and contribute to any other tasks
aligned to the level of the role as determined by the COO.
Epsom College is committed to safeguarding and promoting the welfare of children and young
people and expects all staff to share this commitment including regular training attendance.
Skills, Experience and Qualifications
The successful candidate will have:
• a high standard of numeracy and excellent literacy skills are essential. Candidates qualified to degree level
would be desirable.
• proven experience in a senior administrative role with management responsibility.
• previous experience working in operational transport management which would be desirable, but not
necessarily essential alongside exemplary administrative skills and experience.
• outstanding accurate and methodical administration skills, which are essential.
• excellent IT skills with the ability to use a range of databases, systems and the Office 365.
• a good level of English with excellent verbal and written communications skills, with tact and diplomacy.
• strong organisational skills, the ability to prioritise workload and be able to work decisively and
independently.
• the ability to multi-task and prioritise with excellent attention to detail.
• strong team working skills.
• experience of a school environment (desirable)
• essential to hold a full drivers license and desirable to hold a D1 or PCV D1 driving license
• willingness to drive a minibus.
• desirable to have basic knowledge of vehicle maintenance.
Personal Attributes
The successful candidate will:
• be an excellent communicator, with a welcoming and professional manner.
• be motivated with drive and enthusiasm.
• be reliable and flexible with a can-do approach to all duties and responsibilities.
• have a professional, helpful and friendly approach.
• be diplomatic, discreet, confidential and professional at all times.
• be resilient and able to cope with the rigors of a busy office, with the ability to stay calm under pressure.
• be collaborative and able to work within a team environment.
• have an appreciation and commitment to safeguarding protocols within a school environment.
• be committed to the School's values and ethos.
The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field.