Job Summary
This is a new role for the Trust. The successful applicant will be critical to delivering efficient, sustainable, cost-effective transport solutions for staff and patients, fit for the future. The role leads two main service areas: the Trust's Internal Transport and the Non-Emergency Patient Transport Service (NEPTS).
Internal Transport is managed by the Trust day to day. This requires leading and managing the team and service level agreements, overseeing day-to-day operations, fleet management, and providing a transport service to the Trust across the Devon and Bristol footprints. The role also provides support in relation to travel for hotels, trains, planes, and travel expenses.
NEPTS is outsourced through an appointed Contractor. The role here is to manage service contracts, engage internal stakeholders (Clinical Directorates) in using the service, monitor the budget, and ensure procurement compliance. This scope also includes other specialist transport services. Both services are critical to the Trust’s non-clinical and clinical operations affecting patient care and business. The role requires high professional standards and compliance with key legislative and health and safety requirements, standards, codes of practice, and regulations.
Main duties of the job
The Transport Manager is responsible for 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 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. The role also includes managing the transport administrator and other staff, providing detailed analytical reports on transport compliance and asset management, and ensuring transport services are compliant with regulations and Trust targets.
* Manage the operational delivery of transport services throughout the Trust, working with system partners and contractors.
* Ensure compliance with statutory targets and safe practices; monitor and challenge contractor standards and provide contract performance data to senior managers.
* Provide technical support and advice to managers and staff on transport and travel.
* Ensure transport services within the Trust comply with regulations and targets.
* Manage the Transport and Travel pages of the Trust intranet.
* Demonstrate high-level communication, including handling sensitive and complex information with stakeholders.
* Cascade information on service-related issues and legislation to team members and the wider Trust.
* Provide information on complex issues such as Benefit in Kind and Non-Emergency Patient Transport.
* Negotiate local variations to national policy, contracts, and SLAs with providers.
* Establish Patient Transport Services User Group Meetings with senior Trust representatives.
* Provide compliance input to Trust-wide Committees and represent the Trust at external events related to transport/travel.
* Provide detailed analytical reports on Transport compliance and asset management.
* Manage the transport administrator and other staff as the role develops.
Analytical and Judgemental Skills
* Manage databases and reports covering Internal Transport services, service requests, finances, fleet, maintenance, mileage, and carbon emissions.
* Analyse and interpret service data, reporting to senior managers on contract KPIs and legal responsibilities related to travel and transport.
* Ensure compliance with transport and health/social care legislation.
Planning and Organisational Skills
* Support NHS Green Plan targets related to Transport and Travel; align service operations with the Green Plan.
* Meet NHS Standard Service Condition 18: Greener NHS Sustainability, including actions to reduce pollution, use ULEZ/ZEV vehicles, explore alternatives to motorised travel, optimise logistics, and install EV infrastructure.
* Encourage and appoint Green Champions to lead local sustainability assessments and improvements.
* Support staff Sustainable Travel schemes as needed.
Responsibilities for Patient/Client Care, Treatment and Therapy
* Lead the implementation and strategic development of the Trust’s Patient Transport Services (PTS), aligned with corporate objectives, ensuring efficient use of resources and contracted services.
* Oversee NEPTS and Specialist Transfers; explore integrating other services (e.g., voluntary services, taxis, Trust fleet) for efficiency.
* Provide professional guidance and leadership for effective service delivery and engage with service users to optimise utilisation.
Policy and Service Development Implementation
* Develop and update policies and standard operating procedures for Transport, Travel, and Subsistence (including Patient Transport and Staff Travel).
* Prepare and maintain the annual Fleet Management plan.
Finance, Equipment and Other Resources
* Oversee outsourced patient transport services to meet KPIs within allocated resources.
* Ensure best value for money; manage Trust lease cars and salary deduction/salary sacrifice initiatives.
* Contribute to staying within NEPTS and Specialist Transfers budgets and implement cost-improvement initiatives.
* Manage non-contractual arrangements with external transport providers cost-effectively and within budget.
* Departmental budgetary responsibility for patient and staff-related transport/travel budgets.
Human Resources
* Develop internal training packages for transport and deliver monthly training on NEPTS and pool car management.
* Ensure supervision and appraisal of staff (Transport Administrator) per Trust policy.
* Ensure individual and subordinates’ performance complies with Trust policies; provide travel and transport guidance to Trust staff.
* Line manage the Transport Administrator.
Information Resources and Administrative Duties
* Develop and manage department IT systems (SystmOne, MiCad, Daisy) with Data and Analytics; propose changes as required.
* Act as master user for Zetasafe (password resets, data updates).
Research and Development
* Research new equipment and methods relevant to transport operations and advise on improvements.
Freedom to Act
* Role is guided by regulations; seek guidance from peers and external agencies as needed.
* Manage own work within policies; deputise for the Senior Manager as required.
Other Tasks
* Carry out reasonable requests from the Senior Manager or Directorate; attend relevant training.
Review of Job Description
This job description outlines general areas of activity and will be amended as service needs change. It will be reviewed annually with the post holder.
Person Specification
Knowledge, Experience and Skills are listed as Essential and Desirable in separate subsections below.
* Essential Knowledge: Highly specialist knowledge across all patient transport services; NHS systems and management; fleet management; specialist NHS patient transfers; capability in leading under pressure including staff, financial, and change management.
* Desirable Knowledge: Sustainability and net zero in transport; lease car management.
* Essential Analytical Skills: Handle GDPR and sensitive information; thrive in a busy environment; plan, prioritise, and work with limited supervision; attention to detail; handle difficult situations.
Experience
* Significant Patient Transport contract management experience; leadership and decision-making in healthcare settings.
* Experience in budgets monitoring, costing, and invoice validations; managing transport crews and fleet; CQC compliance; EV experience.
Communication and Relationships
* Effective interpersonal skills; ability to build stakeholder relationships; openness to new ways of working; confidentiality.
Physical Skills
* Ability to perform the physical requirements with reasonable adjustments; standard typing; manage challenging situations calmly; adaptable to change.
Qualifications
* Transport (Fleet Management degree or HND) and Patient Transport Service qualifications (NVQ level 3 or higher) or equivalent experience; post-graduate Transport Management qualification and ongoing professional development; management experience in estates/facilities within NHS or similar setting.
* Desirable: Chartered Institute of Logistics and Transport membership; HGV/PSV CPC.
Disclosure
This post is subject to the Rehabilitation of Offenders Act 1974 and requires a Disclosure to be made to the Disclosure and Barring Service (DBS).
Employer details
Employer: Devon Partnership NHS Trust
Address: Langdon Hospital, Exeter Road, Dawlish, Devon, EX7 0NR
Website: https://www.dpt.nhs.uk/
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