Job Profile for Community Transport Coordinator

Job Details

Job title: Community Transport Coordinator

Salary/Grade: Grade 2

Service: Housing and Communities

Reports to: Community Transport Manager

Manages/Supervises: Volunteer Drivers

Job purpose

To co-ordinate transport requirements for the Community Transport Service.

Principal Accountabilities

• To plan workload and manage daily schedules of paid drivers ensuring working hours and breaks are within legal requirements  
• To plan workload, manage daily schedules, deploy and supervise volunteer drivers
• To plan, organise and co-ordinate movement of the minibus fleet to meet hirers requirements
• To ensure the fleet meets maintenance programmes, in line with the legalities of Community Transport operation
• To plan and organise the MiDas (Minibus Driver Awareness Scheme) training for volunteer minibus drivers and ensure refresher courses are planned and undertaken as applicable
• To ensure vehicles are deployed in an efficient and cost effective manner
• To maintain close relationships with volunteer drivers to ensure good will is retained
• To ensure DBS checks are undertaken and renewed as applicable for volunteers
• To ensure driving licenses, MOTs and taxes are monitored and kept up to date for volunteer car drivers
• To provide quotes for transport
• To receive and record cash in respect of fares
• To respond to enquiries from members of the public and health professionals in writing, in person and on the telephone 
• To be responsible for administration relating to the Service 
• To assist with volunteer recruitment
• To work with the Manager to investigate opportunities to expand and enhance the scheme

Corporate Accountabilities

• To take responsibility for maintaining own health and attendance. 
• To support, contribute and comply with quality and governance procedures as directed by management.
• To apply and actively promote the principles of the Council’s Equal Opportunities Policy in all areas of employment and service delivery.
• To apply and actively promote the principles of the Council’s Safeguarding Procedure in all areas of employment and service delivery.
• Any other duties as required to support the business, including maintaining business continuity and during civil emergencies. All staff may on occasions be called upon to support the Council to deal with emergency situations affecting the community we serve. In the event of an emergency or a rehearsal for such an event, you may be required to attend at times and at locations outside of the normal hours and duties of the post and to adopt duties directed by the Chief Executive or their nominated representative for the duration of the emergency.
• Any other associated duties detailed by Head of Service or his representative.
• To advise Line manager if, at any time, the above duties and responsibilities cannot be performed.

Skills, Knowledge and Experience

(Tested at application and interview stage)

Experience and Qualifications

• Experience of working in an administrative role, including diary management
• Experience of using Word, Excel, Databases and systems in an administrative role
• Experience of providing customer service
• Experience within a local authority or public sector environment is desirable but not essential
• Experience in planning and managing daily workloads of others would be advantageous

Skills and Knowledge 

• Excellent organisational skills
• Proficient IT skills across a range of packages including Word, Excel and Outlook.
• Excellent communication and interpersonal skills, with the ability to build effective relationships with a wide range of client groups (including vulnerable groups)
• Ability to work independently and as part of a team
• Ability to prioritise
• Attention to detail and high level of accuracy
• Proactive, with a can-do attitude and willingness to take initiative
• Ability to work under pressure to meet deadlines

Competencies

We test this at interview stage

Communicating Effectively 

Demonstrate the effective use of the range of communication methods available: written, spoken, electronic, and use these methods in appropriate ways suitable to the context and situation

• Present spoken communication in a polite, friendly and respectful manner seeking to ensure mutual understanding
• Listen well and seek clarification and understanding, avoiding jumping to conclusions or making assumptions
• Present information and ideas in a clear and understandable way which avoids jargon
• Seek to understand the communication needs of colleagues and customers, being mindful of equality issues and the diverse needs of the range of people we work with
• Choose the most appropriate method of communication for the situation, seeking to avoid using one fixed style or approach

Performing efficiently and effectively 

Promote good performance, developing clear, structured and efficient ways of managing workload and delivering results. Staff should challenge themselves and others to perform well, and to adhere to the Council’s performance management systems

• Ensure that all work carried out by you is in line with business and service plans and supports the overall aims and ambition of the Council
• Plan your workload effectively, reporting achievements and problems to appropriate managers and project leaders
• See tasks and objectives through to completion
• Approach challenges with drive and enthusiasm
• Strive for continuous improvement in your work and manage your learning and development to enable you to perform to the best of your ability
• Create novel solutions to improve services and ways of working and challenge conventional practices
• Seek out income generating opportunities and efficiencies and aim to provide more for less to achieve the best possible value and high standards of service delivery
• Be enthusiastic about the Council’s services and look for opportunities to promote and sell them

Using and managing resources efficiently and effectively 

Demonstrate the effective and efficient use of the full range of resources used in and by the Council including time, finances, staffing, equipment, information, materials, buildings, etc.

• Take responsibility for managing your time, seeking efficient ways to carry out your work, maximising your output and minimising wastage
• Use and acquire materials effectively and efficiently minimising wastage, recycling where possible, and striving for cost effectiveness
• Seek out ways to improve the use of resources

Engaging with the customer

Understand the needs and requirements of their customers, to provide excellent customer service, and to involve customers in the improvement of services

• Provide a helpful and friendly service to customers, both internally and externally
• Take responsibility for following up on enquiries and solving customer issues
• Make efforts to fully understand the customer’s needs and avoid assuming that “we know best”
• Ensure that you have a full understanding of the needs and requirements of the customer
• Seek feedback from internal and external customers on the effectiveness and efficiency of the service you provide

Working well together

Actively foster good working relationships with colleagues and customers in order to collectively achieve the Council’s direction and ambition

• Co-operate and work well with colleagues at all levels of the organisation, seeking collective responsibility for the achievement of goals
• Demonstrate consideration and respect for other’s feelings and opinions and avoid judging and making assumptions
• Maintain positive working relationships with external contacts in order to maintain the reputation of the Council
• Seek to actively solve problems and avoid passing the issue on to others or leaving the problem unresolved
• Demonstrate self-awareness of your style of working and develop flexibility and adaptability in order to work well with others

Other conditions

• This post requires a DBS check 
• This post isn't politically restricted

Job profile updated  May 2025

Values and behaviours

Our values and behaviours are an integral part of who we are; they are the guiding principles that should inform how we work together, support each other and make decisions.

Our organisation thrives on the dedication and passion of its people and it’s important that we embody these values and behaviours and they become a part of our organisational DNA.

Our vision

We will be ambitious, support each other and work together in new ways to achieve outstanding results

Our core values