Section 51 of the SENIOR TRAFFIC COMMISSIONER Statutory Document No. 3 issued December 2016 lists the responsibilities of a transport manager.

General Responsibilities

Due to the varying nature of different transport businesses it is not possible to list all of the duties which a transport manager might be expected to undertake. Traffic Commissioners understand that various transport manager functions are often delivered by a number of individuals acting within a team. The key determinant is how the nominated transport manager manages the delivery of those functions as the transport manager retains ultimate responsibility for discharging his or her duties. The Senior Traffic Commissioner has therefore identified the following non-exhaustive list of the types of activity which might be expected of a transport manager:

Requirement

How we help you meet that requirement

to manage, audit and review compliance systems to ensure that they are effective;

As well as internal audit systems the operator will be encouraged to have a FORS audit as an independent external quality check of systems and compliance

to review any shortcomings such as prohibitions and/or annual test failures;

OCRS score reviewed quarterly or after any encounter.

to ensure that relevant changes are notified in accordance with operator licence requirements;

Regular review of operator licence.

to keep up to date on relevant changes in standards and legislation;

Through subscription to DVSA and HSE bulletins, Commercial Motor and Continuous Personal Development.

 Drivers – administration

to ensure that drivers hold the appropriate licence for the vehicle they are driving (including non-GB vocational drivers from EU member states who are required to register their driving licences with DVLA within 12 months of being resident);

Driver licences checked with the DVLA or DVA (if GB) before employment commences.

Non GB EU licences examined for forgery.

to ensure that regular checks are carried out on the drivers’ licences;

Minimum of 6 monthly checks, driver declaration and fitness check to include requirement to notify of any changes. Enhanced licence monitoring available through external service (Drive Hire)

to ensure that vocational drivers hold a valid driver CPC qualification (DQC);

CPC card inspected as part of driver induction and details recorded in PACS (Plumwood Automated Compliance System). Regular ongoing CPC programme created for each driver.

to ensure that all drivers hours’ records are kept for a period of no less than 12 months and are made available upon request;

to ensure that all working time records are kept for a period of no less than 24 months and are made available upon request;

All digital data stored in Tachomaster from digital tachograph cards and vehicle units, with no end data as to data storage.

Drivers –management

to ensure compliance with the driving hours’ rules (EU or Domestic Hours rules);

Tachomaster used to store and analyse data.

to ensure that drivers are recording their duty, driving time and rest breaks on the appropriate equipment or in driver’s hours’ books and their records are being handed back for inspection as required;

Driver infringements reported on by Tachomaster and reviewed with operator. Objective is to Monitor, Educate, Discipline or Dismiss depending on level of infringement.

where appropriate, to download and store data from the vehicle digital tachograph unit (at least every 90 days) and from the drivers’ tachograph smart cards (at least every 28 days);

VU downloaded maximum of 28 days, and drivers cards a maximum of weekly or as frequently as possible. Due to Tachomaster being web based driver infringement can be viewed immediately from any location.

to ensure that drivers’ hour’s records are retained and are available to be produced during the relevant period;

Store on Tachomaster

to ensure that records are retained for the purposes of the Working Time Directive (WTD) and that they are available to be produced during the relevant period;

Stored and analysed on Tachomaster

to ensure that drivers are adequately trained and competent to operate all relevant vehicles and equipment; to contribute to relevant training and subsequent disciplinary processes as required;

Driver CPC training and regular toolbox talks to maintain skill levels and competencies. Certification required on other equipment such as HIAB or tail lift.

Drivers - operations

to ensure that drivers are completing and returning their driver defect reporting sheets and that defects are recorded correctly;

Spot checks on defect reports. Cross referenced with tachograph records to ensure no missing reports. Cross referenced with PMI’s

to ensure that all drivers and mobile workers take adequate breaks and periods of daily and weekly rest (as per the relevant regulations which apply);

All mobile workers to be recorded in Tachomaster

Vehicle – administration

to ensure that vehicle maintenance records are retained for a period of no less than 15 months and are made available upon request;

As the PMI’s are to be carried out by Channel Commercials an electronic version will be stored on their portal. Hard copy downloaded and signed off by TM and electronic copy stored on PACS portal in case it is required by DVSA Remote Enforcement.

to ensure that vehicles are specified as required and that operator licence discs are current and displayed correctly;

Checked when VU downloaded

to ensure that vehicle payloads notifications are correct, height indicators are fitted and correct, and tachograph calibrations are up to date and displayed;

Checked when VU downloaded, in particular no smoking signage and vehicle condition.

to ensure that there are up to date certificates of insurance indemnifying company cars, commercial vehicles and plant;

Dates and reminder trigger emails stored in PACS

to ensure a suitable maintenance planner is completed and displayed appropriately, setting preventative maintenance inspection dates at least 6 months in advance and to include the Annual Test and other testing or calibration dates

Maintenance planner on operator’s premises. Dates and reminder trigger emails stored in PACS

Vehicle - management

to ensure that vehicles and trailers are kept in a fit and roadworthy condition;

PMI’s checked and signed off by TM

to ensure that reported defects are either recorded in writing or in a format which is readily accessible and repaired promptly;

Paper trail for all defects from report to rectification and sign off audited as part of FORS

to ensure that vehicles and trailers that are not roadworthy are taken out of service;

Written instructions issued and training documented as to the defect and repair procedure. Audited as part of FORS

to ensure that vehicles and towed equipment are made available for safety inspections, service, repair and statutory testing;

Written instructions issued and training documented on presentation for test or PMI.

to ensure that safety inspections and other statutory testing are carried out within the notified O-licence maintenance intervals (ISO weeks);

Wall planner and PACS email reminders to ensure maintenance intervals strictly adhered to as well as service provider’s systems.

to liaise with maintenance contractors, manufacturers, hire companies and dealers, as might be appropriate and to make certain vehicles and trailers are serviced in accordance with manufacturer recommendations.

Vehicles serviced and inspected by main dealer. Trailers (where applicable) serviced by same provider to latest standard as per latest edition of Maintaining Road Worthiness

 

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