What are a Transport Managers Responsibilties?

So, you’ve decided to buy a goods or passenger vehicle and have started to look into the intricacies of getting an operator licence. You will have realised it is your responsibility to hold a Transport Manager Certificate of Professional Competence (or employ someone who already holds the CPC (see external transport management)).

You may well now be asking yourself, what is a Transport Manager, why do you need one, and what do they do!

“A Transport Manager is responsible for overseeing the transport operation.”

But what does that mean? This article will outline the specific areas the Transport Manager is responsible for.

How to become a Transport Manager

You will need to sit and pass two exams as part of the Transport Manager CPC qualification. The course itself is difficult and covers a wide and varied syllabus. Click here to read more about how difficult it is to gain the Transport Manager CPC, and how to make the best approach to gain the qualification. Having prior experience within transport, although not essential, is also advantageous. If you have no prior transport experience, you can still pass the exams. Then there are courses available to give you an in-depth understanding of running a transport operation, such as our TM-Unlocked course, which is perfect for new and returning Transport Managers.

What is a Transport Manager responsible for?

Certain responsibilities will vary depending on the type of transport business you will be running. The following are the main areas of responsibility.

1. Manage the operation

2. Manage the drivers

3. Manage the vehicles

Managing the operation

• You will be expected to manage, audit and review the compliance systems, making sure they are effective. This means creating policies that are fit for purpose, and communicating them with the relevant employees and stakeholders.

• Investigate any shortcomings, like prohibitions, annual test failures or driver infringements. Making necessary adjustments to the compliance systems and rectifying any issues found.

• Manage the operator licence - communicating changes to the OTC in line with regulations.

• Keep yourself up to date with changes in standards, legislation and regulations.

Managing Drivers

• Drivers - administration

  • Check that drivers have the correct license for the vehicles and the job they are doing

  • Regularly checking driver licences and documenting those checks (usually every 3 months)

  • Managing drivers Driver CPC qualifications

  • Recording and keeping drivers hours records (these must be kept for a minimum of 12 months)

  • Recording and storing working time records (these must be kept for 24 months)

  • Providing correct documents for drivers, such as on international journeys

• Drivers - management

  • Make sure drivers stay compliant with drivers hours and working time directive rules

  • Enforce driver tachograph record keeping, such as driving time and rest breaks

  • Download and store drivers tachograph records

  • Maintain an auditable trail for all drivers hours records

  • Making sure drivers are suitably trained for the job they are doing, for example ADR training.

• Drivers - operations

  • Oversee driver defect reports and that they are actioned and recorded properly

  • Ensure all drivers take the right amounts of breaks and rest periods.

Managing Vehicles

• Vehicle - administration

  • Keep vehicle maintenance records for a minimum of 15 months.

  • Ensure vehicles are correctly registered on the operator licence, and display O licence discs.

  • Ensure there are enough vehicles specified on the licence

  • Ensure the right vehicles are used on the right job, and that notifications are correct, i.e. height markers, payload notifications and tachographs are correctly calibrated

  • Oversee vehicle insurances

  • Maintain and manage a maintenance planner with 6 monthly PMI, and annual test and other calibration dates are properly displayed

• Vehicle - management

  • Oversee and enforce the roadworthiness of vehicles and trailers, and to take unroadworthy vehicles out of service

  • Maintain a suitable system for defect reporting and safety inspections

  • Liaise with internal or external maintenance contractors

  • Manage vehicle security

As mentioned before, the list above is only a guide. There will be additional duties based on the type of transport you will be carrying out. As a nominated Transport Manager, you must demonstrate continuous and effective control of your business’s transport activities.

If you’ve read through the list above, you’ll see there is a huge amount of responsibility for a Transport Manager.

Remember - before you put your operator licence application in, you must have decided who will be your Transport Manager.

MDR Training provides a wide range of Transport Manager CPC courses. If you are going to be your own Transport Manager, you will save yourself money in the medium/long term, but you have to pass the CPC exams first. With the support and guidance of our experienced tutors, we can prepare you to pass those exams first time.

If you already hold your CPC qualification, but need the confidence to take on the role and succeed, then look at our TM-Unlocked course. The TM-Unlocked course is created and delivered by our tutor, who has been in your position and understands the pitfalls and difficulties you will face. You can read more about our Transport Management Unlocked course here.

If you need any help or advice with your operator licence or any of our courses, please call the team on 01530 834 554.

Useful resources:

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1101968/Stat_Doc_3_Transport_Managers_-_Version_14.0.pdf