Transport Contract Manager - Two posts

Job Description

JOB TITLE: Transport Contract Manager 
 

RESPONSIBLE TO: Head of Service – EA Transport
 

Job Purpose:

The Education Authority requires two Transport Contract Managers to work within the EA Transport Service.  

Reporting directly to the Head of Service, the post holder will manage a complex portfolio of contracts in the excess of £80m. These contracts include the full range of contracted transport provision and on vehicle safety equipment for the EA, including a significant contract with Translink to provide Ulsterbus, Metro and NIR travel for eligible pupils and a Dynamic Purchasing System contract for private hire taxi and bus services, with an ever increasing focus on SEN transport requirements.

As a Contract Manager within the EA Transport Service, the post holder will play a vital role in ensuring supplier compliance with legislation and guidance and that spending is effectively monitored, achieving value for money.  The post holder will ensure that delivery and service/product quality are consistent and that all end users’ satisfaction ratings remain high. 

The post holder will be responsible for creating and managing an agreed supplier recording and auditing system, which they will administer across all transport contracts, endeavouring to increase efficiencies and improve the service deliverables while reducing costs where possible.  

The post holder will regularly present your reports and outcomes to the Head of Service and Transport Management Team.  

In this challenging role, the post holder will work closely with all our stakeholders and be instrumental in delivering a quality service that meets our goals and objectives and exceeds our customers’ expectations.

Main Duties And Responsibilities

Contract Administration

• Responsible for ensuring that all contract management activities listed in the EA Contract Management Guide are completed on time and to the required level of detail.
• Develop and manage the contract administration processes to ensure compliance with all contract service level agreements, including variations/change control, financial monitoring, performance monitoring as well as other contract mechanisms
• Actively manage the contract management system, ensuring all actions have been identified and recommendations are made to meet compliance and objectives.
• Maintain intimate knowledge of the contracts and associated terms within the portfolio
• Arrange schedules of contracts due in advance, arrange panel members, contract specifications, panel meetings and evaluation panels 
• Coordinate and agree with Transport Senior Managers, panels and HoS on contract requirements and specifications
• Assess the services supplier requirements and ensure that these expectations are met
• Act as the interface between external suppliers, internal colleagues and procurement / legal teams concerning contract reviews, changes and retendering
• Play a supporting role in the commissioning and procurement of Home to School Transport Services across the EA
• Comply with all Departmental controls relating to commercial practice and otherwise, including strict adherence to their delegated authorities, governance, legislation, and policy as appropriate
• Contribute to the review, revision and development of existing and new contracts.
• Drive service improvement across all contracts for all goods and services for the Transport Service 

Auditing And Reporting

• Oversee the management of contracts through auditing and reporting
• Manage and oversee all Transport audits, report writing and action planning within the remit of Contract Management
• Create, maintain, and operate Management Information Reports that ensure all processes and procedures are in place and working effectively within the Service
• Provide timely reports and presentations to the Head of Service on all Transport contract review and performance matters, spending and satisfaction levels with each service provider.
• Put in place an annual onsite supplier auditing schedule
• Set deadlines and ensure timelines are met, often under challenging circumstances and competing priorities
• Support the Transport Service in the monitoring and control of contract expenditure in line with agreed budget limits, facilitating action plans to address over and underspend
• Provide support and recommendations to the Transport Senior Management Team from the findings identified from audits, reports and end-user complaints

Continuous Improvement

• Identify areas for improvement opportunities across EA Transport to ensure best value is being achieved at all times.
• Regularly monitor supplier performance against agreed key performance indicators ensuring achievement and improvement where required
• Put in place an effective end-user complaint system embedded at the user level that easily identifies trends and service provider failures
• Act as a point of escalation for the Transport Service in the event of poor supplier performance, including providing advice on contract terms and conditions and how and when to enact them
• Investigate quality failures and issues, and record and identify trends  

Training & Meetings

• Attend all meetings, training courses including professional development courses and working groups as required and carry out all tasks as requested to ensure contracts are developed, evaluated, implemented and managed within the agreed procurement requirements, strategy and timeframes
• Contribute to developing and delivering service initiatives and programmes such as workshops, training, and development initiatives to support the Transport Service and Senior Managers 
• Arrange and coordinate initiation meetings with members of the Transport Service before the tendering for products and services commences ensuring that all contracts deliver the Transport Services requirements 
• Arrange onsite supplier visits with Transport Senior Managers
• Arrange and coordinate Category Council meetings, providing agendas, information for agenda items, minute taking and following up on actions delegated
• Actively participate in service and procurement meetings and consult with internal and external stakeholders as requested
• Participate in learning and development activities and professional development, as required with the role 

Ict

• Prioritise the smooth running of the contract management portal, ensuring deadlines and value for money are met whilst maintaining a high standard of analysis and insight into each contract
• Use electronic sourcing and management systems to ensure all commerical decisions are evidenced. Quality and Procurement
• Ensure the EA Transport Contract Register and Risk Register (Category Council) is reviewed and assessed regularly, ensuring significant risks are escalated accordingly 
• Prepare Procurement Needs Requests for the Transport Service 
• Prepare Business Cases as required for products and new services as the Transport Service evolves
• Support and carry out procurement projects when requested by the Transport Management Team.

Leadership And People

• Promote and support the EA Procurement and Transport Service vision and values
• Build and maintain effective, professional, and respectful stakeholder relationships
• Develop and maintain clear lines of communication and effective working partnerships with relevant internal/external stakeholders.
• Work with the Transport Management team, Transport Private Hire Compliance team and Procurement Service to lead and support procurement and compliance  

Other Responsibilities

• Comply with the EA’s policy on Data Protection (in particular, the processing of sensitive personal information)
• Ensure that the EA’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation are adhered to  
• Respond to or provide relevant information for Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence within set deadlines  
• Deal with whistleblowing complaints in accordance with the EA’s Whistleblowing procedure
• Undertake such other relevant duties as may be reasonably expected of the post-holder
• The post holder may be required to work outside normal office hours on occasions

This job description will be subject to review 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 occasionally.

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 Cabinet office Practitioner level contract manager accredited ( or equivalent) or bachelor’s degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification and two years’ experience of managing *Large complex contracts. 

Or

Have five years’ experience of managing *Large complex contracts.

* Large complex contracts is defined as contracts worth over £5m with over 20 Contract End Users.

Shortlisting by Application Form

Demonstrable experience of engaging with external suppliers to support the delivery of services and delivery of Value for Money through multiple contracts.

Demonstrable experience of maintaining contract records and communications to a high standard.

Demonstrable experience of embedding and management of Key Performance Indicators.

Demonstrable experience of managing contract compliance and risk management.

Shortlisting by Application Form

Shortlisting by Application Form

Demonstrable commitment to continuous personal and professional development.

The successful candidate will be required to:

Have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable you to carry out the mobility requirements of the post in an efficient and effective manner;

Or

Provide sufficient information to satisfy the employer that you have access to an appropriate alternative form of transport that will enable you to carry out the mobility requirements of the post in an efficient and effective manner.

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 contract management role.

Interview

• In line with EA’s Game Changing People Model we will look for evidence of: 
• In line with EA’s Game Changing People Model we will look for evidence of:
• Ability to self-manage tasks in line with priorities to enable objectives to be met.
• Attention to detail with a commitment to high-quality delivery.
• Analysing complex written material and identifying and summarising key issues
• Ability to identify risks, and effectively review and consult appropriately.
• Demonstrate excellent planning and organisational skills.
• Ability to proactively monitor and address underperformance.

Ability to communicate and work effectively with others as part of a team and to develop and maintain good working relationships at a range of levels.

Interview

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.

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.