CH210-Minibus Safety, Maintenance, and Operation Policy
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{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Minibus Safety, Maintenance, and Operation Policy
1. Purpose
The purpose of this policy is to ensure that all minibus transportation provided by {{org_field_name}} is safe, legally compliant, well-maintained, and operated with the utmost care for the wellbeing, dignity, and safety of the people we support. This policy aligns with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, particularly Regulation 12 (Safe Care and Treatment), Regulation 15 (Premises and Equipment), and Regulation 17 (Good Governance). It also supports our duty under road traffic legislation, DVLA guidelines, and health and safety laws to provide safe transport services.
2. Scope
This policy applies to all employees, volunteers, or contractors authorised to operate or support the operation of minibuses used to transport individuals receiving care from {{org_field_name}}. It applies to journeys involving routine appointments, social outings, care-related transport, and any other vehicle use involving the people we support or care staff.
3. Related Policies
- CH04 – Good Governance Policy
- CH11 – Safe Care and Treatment Policy
- CH15 – Premises and Equipment Policy
- CH16 – Health and Safety at Work Policy
- CH18 – Risk Management and Assessment Policy
- CH23 – Lone Working and Staff Safety Policy
- CH24 – Management of Accidents, Incidents, and Near Misses Policy
- CH43 – Transportation and Accompanying Service Users Policy
4. Policy Statement and Principles
{{org_field_name}} is committed to providing a safe, reliable, and accessible minibus service that meets the mobility needs of the people we support. The minibus and associated transport services are managed in a way that promotes independence, inclusion, and community participation, while protecting individuals from harm. All drivers and escorts must follow this policy at all times and act in accordance with their training and legal responsibilities.
4.1 Vehicle Safety and Roadworthiness
All minibuses used by {{org_field_name}} must be fully roadworthy and comply with DVLA and MOT standards. Vehicles are subject to daily safety checks before use, including brakes, lights, tyres, horn, seatbelts, mirrors, fluid levels, and cleanliness. Any defects must be reported immediately to the Deputy Manager {{org_field_deputy_manager_first_name}} {{org_field_deputy_manager_last_name}} and logged. Vehicles must not be used if any safety concern is present. In addition to daily checks, regular servicing is carried out in accordance with the manufacturer’s schedule and logged with maintenance records.
4.2 Driver Competency and Licensing
Only staff who have been approved, trained, and assessed by {{org_field_name}} may operate the minibus. Drivers must:
- Hold a valid driving licence appropriate for the vehicle
- Be registered with the DVLA with no disqualifying endorsements
- Have completed a practical driving assessment
- Undergo MiDAS (Minibus Driver Awareness Scheme) training where applicable
- Complete refresher training every 3 years or following an incident
Copies of drivers’ licences are held on file and regularly reviewed for validity and fitness to drive.
4.3 Risk Assessments and Journey Planning
Before any journey, a transport risk assessment must be completed. This includes identifying individual needs such as mobility issues, seatbelt use, medication requirements, supervision, weather conditions, and route planning. Staff must also assess the safety of the drop-off and pick-up locations. Where service users are accompanied, escort staff must be trained in emergency evacuation, communication support, and safeguarding. Emergency contact numbers and mobile phones must be taken on all journeys.
4.4 Safeguarding and Dignity During Transport
All transport must be delivered in a way that upholds the dignity, comfort, and safety of individuals. Staff must provide respectful and appropriate assistance with boarding, disembarking, and securing passengers. Seatbelts must always be worn, and restraint systems used where clinically required. Personal care needs during transport must be discreetly managed with planning. Where transport involves children or vulnerable adults, all safeguarding principles under CH13 – Safeguarding Policy apply. Any concerns must be reported immediately.
4.5 Equipment and Accessibility
Minibuses used by {{org_field_name}} must be equipped with appropriate accessibility features including ramps, hoists, handrails, and secure fixings for wheelchairs. Fire extinguishers, first aid kits, and emergency contact instructions must be available on board at all times. Staff must be trained in safe use of equipment and emergency procedures such as breakdown response or evacuation. All mobility aids used must be checked for compatibility and secure installation prior to departure.
4.6 Insurance and Documentation
All vehicles must be appropriately insured for transporting service users, with insurance certificates held on site. The Registered Manager {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} ensures all documentation including MOT, tax, servicing logs, and insurance policies are valid and up to date. A copy of the vehicle logbook, safety inspection sheets, and accident reports are stored securely and reviewed quarterly.
4.7 Incident and Accident Management
All transport-related incidents, accidents, breakdowns or near misses must be reported immediately and recorded in accordance with CH24 – Management of Accidents, Incidents, and Near Misses Policy. First aid must be provided where needed, and the emergency services contacted for serious incidents. A formal investigation will be carried out for all reportable events, and action taken to prevent recurrence. The Duty of Candour Policy (CH35) will apply where harm occurs during transport.
4.8 Staff Training and Supervision
All staff involved in transport duties must receive training in:
- Safe driving and vehicle checks
- Passenger support and safeguarding
- Emergency procedures and incident reporting
- Communication and person-centred transport care
Training is refreshed annually and monitored by the Deputy Manager. Supervision is carried out regularly to ensure standards are upheld.
4.9 Environmental Considerations and Efficiency
{{org_field_name}} is committed to reducing its environmental footprint. Journeys are planned to minimise fuel consumption and emissions, including car-sharing where safe and appropriate. Vehicles are maintained to ensure optimal fuel efficiency, and staff are encouraged to report idling or inefficiencies.
5. Policy Review
This policy will be reviewed every 12 months or earlier if there are legislative changes, regulatory updates, or safety concerns. The current version is available via {{org_field_website}} or from {{org_field_email}} on request. Any revisions will be shared with all transport staff, and relevant training updated accordingly.
Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.