Technical Vehicle Maintenance Contracts Manager

Job Description

RESPONSIBLE TO:  Head of Fleet Service

RESPONSIBLE FOR: Applying heavy vehicle engineering knowledge and experience, the Technical Vehicle Maintenance Contracts Manager will be responsible for leading on all aspects of external supplier management for vehicle maintenance and associated services for the EA Fleet Service, including the direct line management of staff.

Job Purpose:

The Education Authority operates a fleet of circa 825 school buses and 300 other road going vehicles.  The EA holds an International Bus Operators Licence and a Restricted Goods Vehicle Licence. 

The principal focus of this post will be to continually drive of external supplier performance for EA vehicle maintenance providers and associated service suppliers to ensure contract management requirements are met in accordance with the Procurement Act 2023 (PA 2023).

Using technical heavy vehicle maintenance and repair knowledge the post holder will be the lead in guiding external vehicle maintenance providers to achieve Operator Licencing and EA roadworthiness standards, whilst monitoring value for money. 

The post-holder will develop, implement, monitor and manage innovative solutions and procedures aimed at developing contract standards and providing assurance of vehicle condition and safety.  They will be conversant with the latest ICT techniques and will ensure SMART but challenging Key Performance Indicators are set.  They will continually explore industry leading techniques and methodology for the efficient management of vehicle condition and safety. 

A key output of this role would be to ensure supplier contract adherence and value for money, whilst ensuring mandatory Operator Licence roadworthiness and safety obligations are met at all times.  The post holder would provide subject matter expertise on all aspects of correct vehicle maintenance techniques and procedures, providing expert technical advice and support to the Head of Fleet Services and EA Fleet Management on good practice vehicle maintenance models. 

The Post-holder has the following Service-Specific Responsibilities:

• To provide accurate, timely and relevant advice and support EA Services on all matters relating to technical vehicle engineering solutions and advice.
• Applying the principles of the Procurement Act 2023 (PA 2023), contract manage external vehicle maintenance and associated fleet service suppliers aimed at providing assurance of contract adherence, vehicle condition, safety and value for money.
• To provide front line support on vehicle roadworthiness and fleet Health and Safety issues, including risk assessment and required follow-up action with EA Services to ensure compliance with EA statutory requirements, whilst also ensuring that external maintenance providers are consistent with changes in EA vehicle maintenance standards or requirements.
• To assist the Head of Fleet Services in the achievement of Service, Divisional, Directorate and Corporate objectives.
• To develop and maintain effective working relationships with Heads of Service from all Directorates in the strategic planning, management and delivery of the EA’s corporate priorities.
• To provide clear, strategic leadership to staff to ensure the Service has a highly skilled, flexible and motivated workforce.
• To promote and develop a strong and consistent culture regarding vehicle roadworthiness standards throughout EA vehicle operating Services
• To contribute to the development of the EA’s Fleet Strategy, supporting policies and the implementation of compliance processes and procedures to minimise and reduce the risk of injury and harm to employees, our children and young people, contractors and the public.
• To provide expertise and independence in the conduct of vehicle component failure investigations, including vehicle examination as directed by the Head of Service.
• To support the development and delivery of fleet condition assurance and advisory programmes, including vehicle examination as directed by the Head of Service
• To conduct compliance checks and monitoring as necessary to ensure the EA’s vehicle maintenance contractor performance and provide advice on the control/elimination of the identified non-compliance and risks.  The post-holder will be required to provide follow-up actions in the form of written reports, additional compliance checks, recommending corrective actions and training needs.
• To ensure the external vehicle maintenance provider and supporting service supplier’s adherence to the DVA Guide to Maintaining Roadworthiness and supporting EA procedures and contractual requirements are regularly reviewed and revised
• To ensure that corporate Transport priorities are delivered to a high quality, provide value for money, support the delivery of Departmental policy and are consistent and integrated in approach across all areas of the EA.
• Using technical knowledge, challenge or approve external supplier proposed labour times, repairs or parts replacement proposals for suitability and accuracy.  Identify and propose technical solutions to minimise costs.
• Using technical knowledge, engage with vehicle manufacturers and warranty providers to achieve deliverable solutions to minimise repair times and cost.
• To develop and implement fleet compliance cultural change programmes ensuring they are communicated clearly and consistently across all EA vehicle operating Services to raise awareness of Operator Licence requirements regarding roadworthiness and vehicle safety
• To advise Fleet Management with regard to best practice vehicle maintenance procedures and develop supporting training and awareness raising programmes to promote Operator Licence roadworthiness compliance standards and the Health and Safety message across the EA Vehicle Maintenance Depots
• To develop high standards of governance including the assessment and management of external vehicle maintenance providers and suppliers of associated services with relevant statutory standards and contractual arrangements.
• To establish accountability processes and robust management information systems that ensures effective tracking and reporting of vehicle maintenance contractor performance, including the provision of management information in the form of reports, dashboards, KPIs and other methods of portraying information on the current status of the service.  This will include appropriate use of benchmarks and indicators to drive continual improvement, demonstrate the achievement of value for money and the delivery of ‘best in class’ services.
• To investigate vehicle maintenance contractor issues involving EA vehicles, recommending appropriate preventative action and follow-up.
• To liaise with enforcing authorities, e.g. Driver Vehicle Agency, Bus Operator Licencing, Health and Safety Executive (HSENI) and the EA’s Legal Services Team as required in reporting, investigation and follow-up of non-conformances
• To assist the Senior Fleet Improvement Manager on the adoption, implementation and monitoring of recently developed fleet management procedures
• To represent the EA on internal and external working groups and committees, and to represent the Senior Fleet Improvement Manager on such groups in relation to vehicle development.
• To assume specialist responsibilities and be a subject matter expert on elements of vehicle maintenance techniques and procedures on an EA wide basis as determined by the Head of Fleet Services.
• To deputise and undertake additional duties for the Senior Fleet Improvement Manager as required.

Leadership

• To work with the Head of Fleet Services and Fleet Management to lead and support on quality of external vehicle maintenance provision and supporting services, and to support and give guidance across the Transport Management structure.
• To oversee the operational management of the vehicle maintenance contractor performance monitoring and reporting systems.
• To give direction to fleet maintenance contractors on specific areas to gain a high level of compliance in contractual processes and procedures and Operator Licencing standards.
• Actively manage the fleet management systems, ensuring all external maintenance provider actions have been accurately recorded to meet EA vehicle maintenance record retention requirements.
• Apply resources effectively across the service.
• To put in place an external maintenance provider quality audit schedule.
• Regularly monitor the work of the external maintenance providers and support service suppliers against agreed key performance indicators ensuring achievement and improvement where required.
• Attend working groups and team meetings as required.

Policy and Procedure Development

• Contribute to the review, revision and development of existing and new policies and procedures as the need arises for the service.
• Contribute to human resources and the Authority’s corporate strategy and plans on matters relating to employee relations.

Other Responsibilities

• Ensure that the Authority’s policy on Data Protection (in particular processing sensitive personal information) is properly complied with.
• Ensure that the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation are adhered to.   In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
• Participate as required in the selection and appointment of staff in accordance with the policy and procedures as laid down by the Authority.
• Provide responses to Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence within set deadlines.
• Undertake such other relevant duties as may be reasonably expected of the post-holder.
• Deal with whistleblowing complaints in accordance with the Whistleblowing procedure.
• Participate in selection or evaluation panels as required.
• Participate in development of Procurement documentation and evaluation panels as required.
• Communicate findings to senior management via formal presentations, standard management reporting on periodic/quarterly/annual basis.
• Prepare updates and reports as required for Senior management and committee meetings with regard to performance accountability of area of responsibility

Building Relationships and Working with Others

• Build and maintain effective, professional, and respectful stakeholder relationships.
• Develop and maintain clear lines of communication and effective working partnerships with relevant internal and external stakeholders.

Training

• Undertake such training as may be required for the role
• To provide specific training and development to staff and line managers when required e.g., introduction of new processes, new regulations or the revision of existing regulations.
• Contribute to the development and delivery of fleet roadworthiness initiatives and programmes such as workshops and training and development initiatives for Senior Managers and service wide.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, click  here.

Person Specification

1. 1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
2. 2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. 3. The stage in the process when the criteria will be measured is outlined in the table below.
4. 4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
5. 5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
6. 6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria. 

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Hold a bachelor’s degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification and have two years’ management experience in a heavy vehicle maintenance environment including compliance with  Operator Licencing standards, management of Health and Safety requirements and contract management;

Or

have five years’ management experience in a heavy vehicle maintenance environment including compliance with Operator Licencing standards, management of Health and Safety requirements and contract management.

Hold certified evidence of an industry recognised qualification in motor mechanics equivalent to City & Guilds Heavy Vehicle Maintenance and Repair Levels 1 and 2 or NVQ Levels 2 & 3, or equivalent.

Have a minimum of three years' experience of the successful leadership and management of operational services within a complex organisation, with evidence of knowledge and experience of:

1.           Vehicle Maintenance

1. 2.           Statutory vehicle and equipment maintenance requirements
2. 4.           Staff management, including HR issues; and
3. 6.           Proficient use of ICT systems

3.           Managing Suppliers

5.           Process Improvement

Shortlisting by Application Form

The successful candidate will be required: 

to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;

Or

be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

Shortlisting by Application Form

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

Demonstrable knowledge of the current and anticipated challenges related to the role.

Interview/Presentation

In line with EA’s Game Changing People Model we will look for evidence of: 

Proven ability and knowledge to apply statutory and legislative requirements to regularly and directly support and advise senior management

Proven ability to achieve challenging targets and objectives through engagement with external parties

Solutions driven with ability to investigate non-conformances and recommend improvements and preventative actions

Proven ability to effectively communicate, negotiate and influence a wide range of internal and external stakeholders to achieve organisational outcomes.

Interview/Presentation

Through the selection process we will also seek evidence that the personal values of candidates align with those of the Authority.  This will include evidence of commitment to equality and excellence in service delivery. 

Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.

Interview

Section 3 - Desirable Criteria

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

Demonstrable evidence of engagement with industry bodies to maintain current and up to date technical awareness.

Demonstrable commitment to continuous personal and professional development.

Shortlisting by Application Form

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

Disclosure Of Criminal Background

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’. 

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background.  Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate.  Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

Applicant Guidance Notes

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.