Epsom College - Logistics Manager

Summary

We are seeking a highly organised and proactive Logistics Manager to lead the planning, coordination, and delivery of a first-class, customer-focused transport service for Epsom College.

Detail

We are seeking a highly organised and proactive Logistics Manager to lead the planning, coordination, and delivery of a first-class, customer-focused transport service for the College. This is very busy, varied and rewarding role requiring exceptional organisational skills, strong leadership, and excellent communication.

The Logistics Manager will be responsible for overseeing all aspects of the College’s transport operations, including daily services, event logistics, fleet management, and international student travel. Additionally, the Logistics Manager will assist in ensuring that transport and other logistical functions are effectively delivered for sports fixtures and other College events.

The role also supports commercial activities during holiday periods and contributes to strategic planning and service development.

Accountabilities: On a day-to-day basis accountable to the Director of Campus Operations.

Key responsibilities:

Daily Transport Operations

• Manage the College’s daily transport service in collaboration with the travel partner (Vectare) and internal minibus fleet.
• Plan and optimise annual transport routes to ensure reliability, efficiency, and alignment with College requirements.
• Oversee the day-to-day running of transport services to and from the College.

Communication and Coordination

• Serve as a point of contact for parents, staff, and pupils regarding transport-related enquiries and concerns.
• Collaborate with the College’s administration, sports departments, and external partners to facilitate smooth transportation for all events and activities.
• Liaise with Vectare support teams to ensure accurate and up-to-date information is displayed on the website and within the Transport Guide, with annual reviews.

Trip and Event Transport

• Organise transport for all school-related trips, including house trips, subject excursions, and Community Service activities.

Schedule drivers for:

• Staff requiring minibus support
• The Head’s official engagements
• Local shopping trips for boarding students

Sport and Sports Transport

• Coordinate transport for all sports fixtures in collaboration with the Sports Administrator, including midweek and Saturday fixtures.
• Liaise with Heads and Deputies of individual sports to arrange transport for scholarship pupils across all disciplines (e.g. rugby, football, cricket, hockey, netball, tennis, athletics, golf).
• Manage daily changes to sports transport schedules and ensure drivers are informed.
• Coordinate with contracted coach companies and approved taxi services, ensuring all permissions and protocols are followed.
• Support will be provided to the Director of Sport in the coordination and delivery of Saturday sport fixtures. This will include welcoming and liaising with visiting schools, coordinating with the Facilities Department to manage parking marshals, and overseeing the organisation of matchday medical provision.

International Student Travel

• Arrange and confirm airport and train station transfers for international students at the start and end of each term.
• Organise safe and reliable travel for exeat weekends and half-term breaks.
• Liaise with parents, guardians, boarding staff, agents, and transport providers to ensure clarity and accuracy of arrangements.
• Maintain detailed travel schedules and act as the point of contact during peak travel periods.
• Respond promptly to unexpected travel issues such as delays, cancellations, or changes.

Fleet Management

• Working with the Director of Estates, Director of Catering and Head of Facilities:
• Oversee the maintenance and compliance of the College’s “blue” and “white” vehicle fleets.
• Maintain accurate vehicle logs, including service and repair records.
• Schedule and monitor routine maintenance (e.g. tyre pressure, oil levels, cooling systems).
• Ensure vehicles are cleaned regularly and meet safety standards.
• Manage MiDAS (or equivalent) minibus awareness training and certification.
• Ensure all vehicles are appropriately insured and meet legal and regulatory requirements (including Section 19 Permits).

Vehicle and Driver Allocation

• Allocate vehicles and drivers for scheduled jobs across all College activities.
• Communicate transport schedules and updates to staff and relevant stakeholders.
• Provide driving cover when needed.

Financial Oversight

• Liaise with the Finance Department to ensure accurate pricing and billing (including internal cross-charging and home-to-school parent charges).
• Approve purchase invoices and verify accuracy.
• Provide budget estimates and aim for cost-neutral operation of the transport service.

Service Expansion

• Support the growth of the home-to-school transport provision in line with pupil numbers.
• Launch new routes as needed and renegotiate existing contracts annually to ensure cost-efficiency and service quality.

Driver Supervision and Compliance

• Recruit, induct, and manage the College’s team of drivers to meet operational needs.
• Monitor driver performance, including safe driving practices, vehicle checks, and incident reporting.
• Maintain accurate records of approved driver status for both internal and external drivers.

Commercial Activities

During holiday periods, assist with:

• Delivering operational on the ground event management for internal events as well as external e.g. weddings, summer school etc. as and when required.
• Organisation and/or assisting with the administration of events and commercial hires.
• Assist with high level planning and scheduling of events and programmes.
• Assist in the operational and administrative of the Summer Residential letting programme, including pre and post planning and day to day management.
• Liaising with clients and engaging in show rounds as requested.

Other duties

• The postholder will be expected to participate in the life of the College and contribute to any other tasks aligned to the level of the role as determined by the COO.

Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment including regular training attendance.

Skills, Experience and Qualifications

The successful candidate will have:

• a high standard of numeracy and excellent literacy skills are essential. Candidates qualified to degree level would be desirable.
• proven experience in a senior administrative role with management responsibility.
• previous experience working in operational transport management which would be desirable, but not necessarily essential alongside exemplary administrative skills and experience.
• outstanding accurate and methodical administration skills, which are essential.
• excellent IT skills with the ability to use a range of databases, systems and the Office 365.
• a good level of English with excellent verbal and written communications skills, with tact and diplomacy.
• strong organisational skills, the ability to prioritise workload and be able to work decisively and independently.
• the ability to multi-task and prioritise with excellent attention to detail.
• strong team working skills.
• experience of a school environment (desirable)
• essential to hold a full drivers license and desirable to hold a D1 or PCV D1 driving license
• willingness to drive a minibus.
• desirable to have basic knowledge of vehicle maintenance.

Personal Attributes

The successful candidate will:

• be an excellent communicator, with a welcoming and professional manner.
• be motivated with drive and enthusiasm.
• be reliable and flexible with a can-do approach to all duties and responsibilities.
• have a professional, helpful and friendly approach.
• be diplomatic, discreet, confidential and professional at all times.
• be resilient and able to cope with the rigors of a busy office, with the ability to stay calm under pressure.
• be collaborative and able to work within a team environment.
• have an appreciation and commitment to safeguarding protocols within a school environment.
• be committed to the School's values and ethos.

The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field.

Terms and Conditions:

Hours: TTO (34 weeks) + 7 weeks - The times of working to be 9.00am – 6.00pm Monday to Friday and Saturdays from 08.00am – 4pm (with half a day off during the week) during term time and 09.00am – 3.00pm Monday to Friday out of term time.

Flexibility: Although the role is very hands on, getting an outstanding candidate is most important to us and we welcome discussions around flexible working. This could include some home-working and flexible hours so that the candidate can be available when the role needs it the most.

Salary: Salary for the post will be £40,873 / annum depending on the knowledge and experience of the candidate and this figure has been pro-rated for the working pattern. It will be reviewed annually and paid monthly in arrears on 25th of the month.

Holidays: A full-time equivalent of 28 days per annum, inclusive of bank holidays, and pro rata for part-time working. This entitlement rises by one day per year up to a maximum of 33 days per annum inclusive of bank holidays and pro-rated for part-time working. Holiday is to be taken outside of the term time plus 7 weeks scope of this contract and the above salary includes an allowance for holiday entitlement.

Pension: The College operates the Epsom College Automatic Enrolment Scheme. The Scheme is administered by the Pensions Trust. Eligibility is based on statutory criteria. If eligible, the Employee will be required to contribute a minimum of 5% of basic salary and the College will contribute 4% in compliance with current legislation.

Employee Benefits include:

o Life Assurance: Members who are automatically enrolled or who choose to opt into the College Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to them;

o School Fee Discount: Generous school fee discount available subject to qualifying conditions;

o Health Care Plan: Private health care plan offered to staff subject to qualifying conditions;

o Employee Assistance Plan: Offered to staff including counselling

o Dining Facilities and Refreshments: Whilst at work meals and refreshments are available when the dining room is open at no cost;

o Health Fitness and Wellbeing: Free use of Fitness suite and swimming pool are available to staff at certain times;

o Cycle to Work/Parking: The College offers a cycle to work loan scheme subject to a qualifying period. Free car parking for staff is available on campus;

o Computer Loan: The College offers a computer loan scheme subject to qualifying conditions.

Offer of Post: The post will be offered subject to receipt of satisfactory written references, pre-placement medical assessment, proof of appropriate qualifications, a check of online search engines and websites of publicly available information that does not identify the candidate as potentially unsuitable to work within a school setting, a satisfactory Enhanced Disclosure from the Disclosure and Barring Service and overseas police check if appropriate, as well as confirmation that the successful candidate is able to work in the UK. Prior to interview, an online search of internet search engines, websites and other publicly available and accessible platforms to ascertain applicant’s suitability to work within a school environment will be undertaken on candidates that have been shortlisted. Please note whilst the Enhanced DBS check will be paid by the College if an overseas police check is required it will be at the cost of the successful applicant

Method of Application

Candidates to complete an application form which can be downloaded via our website www.epsomcollege.org.uk

To comply with safeguarding procedures when working in a school, CVs will not be accepted. Applicants should refer to the Recruitment, Selection and Disclosure policy on the College website.

Applications will be assessed in order of receipt and interviews, and appointment may occur at any stage after applications are received. Please apply as soon as possible.

Closing date for receipt of applications: 7th November 2025

This post is exempt from the Rehabilitation of Offenders Act and as part of the selection process an enhanced check by the Disclosure and Barring Service will be required. Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

Documents

• 10_25 Logistics Manager - job description PDF Document