Head of Logistics

Stephen Perse seeks a highly organised and detail-oriented Head of Logistics to lead our Estates department's logistical operations. This key leadership role offers the opportunity to directly impact student experiences across our Schools and Nurseries.

You'll oversee safe and efficient transportation across all Stephen Perse sites, manage a team of porters, and ensure effective logistics for internal and external events. Additionally, you'll play a pivotal role in procurement, SLA development, and inventory management systems.

You'll contribute to a vibrant community and ensure students get to and from school, trips, and curriculum activities safely and efficiently.

Main Responsibilities:

● Lead on provision of legally compliant and customer focused transport operations

○ Drive operational excellence by overseeing all aspects of the operation

○ Manage the school's transportation system, including minibuses, Estates vehicles and vehicles provided by external transport suppliers

○ Keep up to date on all legal requirements and ensure there is clear evidence they are being met

○ Ensure compliance with all relevant transportation regulations and safety standards for all Stephen Perse vehicles to ensure they are safe and roadworthy

○ Ensure vehicles are maintained, repaired and have valid insurance including permit 19, Ministry of Transport (MOT) and tax in place

○ Lead initiative to explore and implement a centralised fleet management system

○ Ensure there are internal minibuses or externally supplied buses in place to provide home-to-school transport service for the Schools

○ Work with Head of Sustainability to develop plans for a more energy efficient and sustainable transport fleet

○ Develop and maintain safe and efficient transportation routes ensuring that relevant route risk assessments are carried out in a timely manner, and communicated effectively

○ Ensuring appropriate insurance cover is in place for all Stephen Perse vehicles

○ Organise and book regular planned maintenance checks of fleet, servicing and repairs through agreed providers. Including routine maintenance such as; tyre pressure, oil levels, cooling systems, windscreen washer.

○ Organise repairs for damage to vehicles as and when it's required/reported

○ Monitor and ensure maintenance of the cleanliness of the Stephen Perse fleet

○ Book Minibus Driver Awareness Scheme (MiDAS) training for staff, keeping updated records for MiDAS trained staff, and monitoring when re-training is required

○ Ensure all drivers of Stephen Perse vehicles have access to, and are completing, the Vehicle Safety Inspections before each journey

○ Manage and action transport requests across Stephen Perse schools; Forest School, Co-curricular, PE, trips along with any ad hoc driving including where a third party may be required

○ Collaborate with Head of Sustainability to understand current travel habits of stakeholders via travel surveys to guide future transport decisions and plans

○ Develop and implement emergency procedures for situations like bad weather, accidents or breakdowns

○ Communicate effectively with teachers, school administrators, parents (where required) internal and external transport providers about transportation issues and updates

○ Ensure a professional response to all telephone, email and in-person enquiries. Deal with complaints or concerns raised swiftly and courteously, and record appropriately

● Lead on provision of support for internal and external events.

○ Manage the Estates department ticketing system, ensuring timely responses and effective coordination of event set up and transport requests

○ Take the event, set up requests and manage the day-to-day administration of the requests

○ Consider all requests individually and assess time needed for each set up/take down, whether there will be clashes for the team and follow up if there are concerns with staff lead for the event

○ Ensure there is sufficient and adequate equipment for each set up

○ Plan logistics of moving equipment between sites as needed

○ Ensure relevant information for each set up/event has been relayed effectively to the team and communicate any changes in a timely manner

○ Liaise with Head of Estates and maintenance staff on tickets received which may require additional support

○ Efficiently follow up with event lead when there is missing information for an event

○ Attend weekly calendar meetings, event planning meetings and other meetings where required, ensuring actions raised are suitably prioritised and acted upon in a timely manner

○ Manage porters, and additional staff if required, ensuring they have set up events correctly and have all relevant information

○ Be part of planning for all major events including Open Days, and Alumni Events to ensure smooth running of the event operationally to meet desired standard and outcome with the appropriate support and staffing in place

○ Attend events as required and assist with smooth running of the event operationally

○ Meet with Heads of Schools to clarify event requirements (including assemblies) for each academic year

○ Liaise with Director of Operations and Health & Safety Manager regarding risk assessments and subsequent actions for major events

● Lead on Logistics Management to support efficient operation of the Schools:

○ Develop and implement efficient procurement processes within budget constraints

○ Develop and manage inventory control systems to ensure optimal stock levels and minimise waste

○ Develop, in conjunction with the Head of Schools, an service level agreement (SLA) for classrooms and key spaces within each setting

○ Assist with maintaining the comprehensive Incident Management Plan for Stephen Perse

○ Assist with planning of any moves within the estate; office moves, building moves, classroom changes etc

● Responsible for team leadership of the Porters:

○ Foster a supportive team environment

○ Proactively recruit and onboard new staff

○ Review and manage the performance of the Porters against defined performance targets

○ Collaboratively develop and share daily schedules to ensure efficient logistics across all sites, including managing the schedules for Home to School Transport (HTST), Physical Education (PE), Co-curricular and Forest School runs

● Develop and manage departmental budget:

○ Responsible for creation and meticulous management of department budget, encompassing fuel costs, vehicle maintenance for both leased and owned vehicles, and departmental staff salaries

○ Collaborate with Procurement Manager to negotiate favourable terms for vehicle maintenance contracts, transport management software, and leasing/purchasing of vehicles to ensure cost-effectiveness and maximise operational efficiency within transportation operations

Health and Safety 

●  Ensure, in tandem with the Health & Safety Manager, Director of Operations, Head of Estates and Estates Administrator, that all events and day to day running of the Estates team adheres to relevant statutory requirements including health and safety, risk assessments, safeguarding, confidentiality and data protection legislation

●  Escalate any concerns promptly to Health & Safety Manager or a member of the Executive or Designated Safeguarding Lead