An external transport manager can only work for a maximum of 4 operators with a combined total fleet of 50 authorised vehicles. Traffic Commissioners understand that various transport manager functions are often delivered by a number of individuals acting within a team. The nominated transport manager’s job is to manage the delivery of those functions as the transport manager retains ultimate responsibility. The following is a non-exhaustive list of the types of activity which might be expected of a transport manager:
- to manage, audit and review compliance systems to ensure that they are effective
- to review any shortcomings such as prohibitions and/or annual test failures
- to ensure that relevant changes are notified in accordance with operator licence requirements
- to keep up to date on relevant changes in standards and legislation
- to ensure that drivers hold the appropriate licence for the vehicle they are driving and a valid driver CPC qualification (DQC)
- to ensure that all records are kept for at least the minimum required periods
- to ensure compliance with the driving hours rules
- to ensure that vehicles and trailers are kept in a fit and roadworthy condition
- to ensure that safety inspections and other statutory testing are carried out within the notified O-licence maintenance intervals
This is what form TM1 says about Transport Manager’s responsibilities:
- The making of arrangements to ensure that drivers comply with drivers’ hours and tachograph rules and with speed limits;
- The making of arrangements to ensure that the vehicles are maintained properly, including the inspection of vehicles at the appropriate time and the action tak en to remedy defects found;
- The reporting and recording of vehicle defects by drivers;
- The method of compilation and the accuracy of all records, which must be kept for a period of not less than 15 months;
- The making of arrangements to ensur e that the vehicle/s are not overloaded;
- Ensuring that authorised vehicles will be kept at the authorised o perating centre(s) when not in use;
- Where appropriate, notifying the relevant traffic commissioner (in writing) of all prosecutions and convictions concerning the operator, the drivers and me within 28 days of the court hearing;
- Notifying the relevant traffic commissioner of my resignation;
- Any role that I have in:
- Verifying contracts and documents;
- Basic accounting;
- Any other role in safety procedures.