POL:10:TP:001:03: NIBT PAGE : 1 of 5

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1 POL:10:TP:001:03: NIBT PAGE : 1 of 5 Northern Ireland Blood Transfusion Service POLICY DOCUMENT Document Details Document Number: POL:10:TP:001:03:NIBT No. of Appendices: NONE Supersedes Number: 10:TP:001: 02 NIBT Document Title: VEHICLE FLEET MANAGEMENT POLICY ISSUE DATE: 23 JANUARY 2012 EFFECTIVE DATE: 20 FEBRUARY 2012 Document Authorisation Written By : Stella Madden, Organisation & Campaigns Officer. Signature: Date : Authorised By : Charles Kinney, Donor Services General Manager. Signature: Date : Authorised By : Dr Kieran Morris, Chief Executive Officer Signature: Date : Cross references This Policy refers to the following documents: Doc Type Doc. No. Title FORM DD: 1262 Vehicle Log Sheet FORM DD:1271 Vehicle Direct Report POL PP:031 Corporate Training Policy POL HP:001 Health & Safety Policy SOP BD:058 Training Records

2 POL:10:TP:001:03: NIBT PAGE : 2 of 5 Key Change from Previous Version: 1 Change of ownership of Transport Department & information update of the Vehicle and Fleet Management Organisational Reporting Arrangements. 2 Reformatted version of policy document. 1 STATEMENT This policy explains how the Northern Ireland Blood Transfusion Service, (the Agency) undertakes the fleet management of the Agency s vehicle operations, including the evaluation, procurement, maintenance, repair and final disposal of its vehicles. NIBTS plays a vital role in the support of patient treatment by the collection of blood and the provision of blood products and other services. This policy is primarily aimed at staff driving the Agency s vehicles, their supervisors and managers. 2 OVERVIEW 2.1 The Vehicle Fleet Management policy is to satisfy the transportation needs of the Agency by the most economical, environmental and efficient means available, without compromising quality of work or safety and to support the aims outlined in the Agency s strategic plan. 2.2 The Agency will utilise the Business Services Organisation (BSO) framework to set up, award and use contracts for the procurement and maintenance of vehicles to ensure Best Value. 2.3 The Agency will ensure that it adheres to the policies and procedures in carrying outs its functions. 3 RESPONSIBILITY 3.1 A fundamental requirement in achieving our aims is a reliable, well managed and maintained vehicle fleet operation. It is therefore the responsibility of all staff with transport involvement/duties to uphold this policy.

3 POL:10:TP:001:03: NIBT PAGE : 3 of 5 4 POLICY 4.1 The Organisation & Campaigns Officer will report to the Donor Recruitment & Organisation Manager, and will ensure that relevant policy decisions and business cases are presented to the Agency s Board. The Vehicle fleet management reporting arrangements are laid out in the diagram below: VEHICLE AND FLEET MANAGEMENT ORGANISATIONAL ARRANGEMENTS Fleet & Transport Reporting Arrangements within NIBTS Agency Board Governance + Risk Management Group Chief Executive Senior Management Team Donor Recruitment & Organisation Manager Organisation & Campaigns Officer 4.2 The Donor Recruitment & Organisation Section will provide, on a daily basis, access to vehicles to enable staff to carry out their duties in keeping with the Agency s strategic aims and objectives. 4.3 The Donor Recruitment & Organisation Section will carry out the following functions in support of this policy: Vehicle Evaluation, Procurement and Commissioning Vehicle Fleet Administration, Log Book Administration (FORM DD:1262:NIBT) and Vehicle Incident Management (FORM:DD:1271:NIBT).

4 POL:10:TP:001:03: NIBT PAGE : 4 of 5 Vehicle Maintenance Vehicle Fuel Management Vehicle Security Vehicle Replacement, Decommissioning & Disposal 5 EQUALITY SCREENING OUTCOME This policy has been drawn up and reviewed in light of the statutory obligations contained within Section 75 of the Northern Ireland Act (1998). In line with this statutory duty of equality this policy has been creened against particular criteria. If at any stage of the life of the policy there are any issues within the policy which are perceived by any party as creating adverse impacts on any of the groups under Section 75 that party should bring these to the attention of the HR & Corporate Services Manager. 6 TRAINING REQUIREMENTS 6.1 In order for the Organisation & Campaigns Officer to compile and maintain Fleet Administration Records, all staff driving Agency vehicles must accurately compile vehicle log sheets (FORM:DD:1262:NIBT). 6.2 Staff driving Agency vehicles are trained to at least a minimum level of competence, which supports the Department in achieving the Agency s strategic aims and objectives, in particular this will apply to the vehicle and related equipment manufacturers approval standards. 6.3 Staff driving Agency vehicles will be trained in compliance with the Agency s Corporate Training Policy (POL:PP:031), and related departmental procedures (SOP:BD:058) 6.4 The Organisation & Campaigns Officer will ensure compliance to any Agency Policy/Procedure, applicable at the time regarding the completion of Staff Development Reviews (SDR). 6.5 Risk In order to minimise risk to Agency staff and the general public, all Agency vehicles will be serviced and maintained to at least the minimum requirements as laid down by the vehicle manufacturers, using service providers contracted through BSO The Organisation & Campaigns Officer will comply with the Agency s Health & Safety policy in all matters connected with Fleet & Transport Management, and will comply with all Health & Safety legislation The Organisation & Campaigns Officer will ensure, where reasonable and practicable, to take into consideration the Department of Environment / HSE best practice advisory documentation.

5 POL:10:TP:001:03: NIBT PAGE : 5 of Line Managers and Heads of Department will ensure that any staff or any other persons driving the Agency s vehicles are made aware of the Health and Safety policy (POL:HP:001), driving manuals and any other standard operating procedures necessary to carry out their duties. 6.6 Communication The Organisation & Campaigns Officer will ensure that all aspects of Fleet & Transport are communicated to relevant staff in the Agency.