This apprenticeship has been retired
This occupation is found in the shipping industry and located in ports around the country. These ports range considerably in size, from major import/export centres through to much smaller and sometimes remote ports. Port agents work for commercial companies, that may be based in a port or off site.
The broad purpose of the occupation is to represent the vessel operators/owners to facilitate the efficient arrival, working, and departure of their vessels in a port. They do this by supporting vessel progress during a voyage (anywhere in the world) and by ensuring the vessel captain has the help and assistance they need. This support can be very wide-ranging, from making sure the vessel has the right permissions, and the correct crew complement, through to having enough provisions onboard.
Port agents spend a lot of their time communicating with other stakeholders to agree and coordinate activities, ensuring a safe and smooth voyage. While this occupation is often office based, port agents can expect to spend time working onboard vessels when moored in port. Typically, they may have a home port they work in most of the time, yet sometimes need to travel to different ports around the UK. A port agent must work flexibly, including some unsociable hours. And they can expect to be in and around the port in all weathers.
In their daily work, an employee in this occupation interacts with the vessel’s captain and crew who may be of any nationality. The scale and purpose of ports varies a lot, with each port being unique. The port agent will identify and interact with all parties involved in port operations, such as importers and/or exporters, the port authority, terminal operator, stevedores, government authorities (HMRC, Border Force, Port Health, Maritime and Coastguard Agency and Immigration), marine pilots, harbour masters, docking masters, company representatives, local ship providores, repairers and maritime equipment suppliers. A port agent is appointed by a Principal, who might be the vessel owner or vessel operator. A port agent must work to the overall instruction of the Principal.
An employee in this occupation will be responsible for completing their own port agency work within the limits of their responsibility. They must follow instructions, by delivering on the agreed commercial arrangement between their own organisation and the vessel owner or vessel operator.
They are also responsible for providing advice and support to the vessel captain during the voyage, for providing financial services (including cash float) as instructed by vessel owner/operator, and for arranging and overseeing cargo operations when in port.
They will arrange crew, purchase supplies needed by the vessel, and negotiate any work needed with local port suppliers. They also help support the safety and security of vessel related operations. And they must submit any reports or applications needed to comply with port requirements.
They do not arrange an agency agreement themselves or win new work for their organisation; this is instead the responsibility of a senior port agent or a sales/business development manager. They are expected to respond to incidents that affect the vessel, by taking decisions that help bring the operation back on course. Although a port agent must try to resolve any problems themselves, they will escalate issues beyond their authority to a senior port agent or manager in their own organisation and the vessel owner/operator. When a voyage is completed, the port agent must provide their closing reports, including a financial summary.
| Duty | KSBs |
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Duty 1 Deliver the commercial agreement between the port agency and the vessel owner or operator. |
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Duty 2 Monitor a vessels progress at sea and when in port. Provide updates to all affected stakeholders. |
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Duty 3 Provide recommendations to the vessels captain to aid progress on the journey. |
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Duty 4 Book a vessel in and out of port. This includes co-ordinating the berthing plan with all parties involved, such as the port authority. |
K1 K2 K3 K4 K7 K10 K11 K13 K14 K15 K16 K17 K21 K23 K24 |
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Duty 5 Arrange marine pilots and tugboat services to ensure safe arrival and/or departure of the vessel. Coordinate these activities with key stakeholders such as harbour masters, tug boat operators, marine pilots, docking masters and company representatives. |
K1 K2 K3 K7 K10 K11 K13 K14 K15 K16 K21 K23 K24 |
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Duty 6 Agree a cargo plan between the vessel and terminal/stevedore for the safe loading / discharge of cargo. |
K1 K2 K4 K10 K12 K13 K14 K15 K16 K21 K23 K24 |
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Duty 7 Identify and secure port terminal and stevedoring services for specific vessel and cargo types. |
K1 K2 K3 K4 K5 K7 K11 K13 K14 K15 K16 K21 K23 |
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Duty 8 Oversee the delivery of cargo operations as planned. Mitigate any issues that arise and report progress to the vessel operator, charterer and/or owner, cargo interests, next agent, and any other interested parties. |
K1 K2 K4 K5 K7 K10 K11 K13 K14 K16 K23 |
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Duty 9 Report the details of cargo to the relevant customs authority. |
K1 K2 K3 K4 K7 K8 K11 K12 K13 K14 K17 K21 K23 |
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Duty 10 Plan and organise required changes of crew with the ship manager and captain of the vessel, in line with relevant customs regulations. |
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Duty 11 Provide all required information on crew and passengers to local authorities. |
K1 K2 K3 K7 K8 K9 K11 K12 K13 K14 K17 K21 K23 |
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Duty 12 Arrange provision of stores needed by the vessel prior to arrival or during the port stay. This includes fuel, spare parts, drinking water and any other bespoke requirements. |
K2 K13 K14 K15 K16 K21 K23 K24 |
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Duty 13 Provide financial services for the vessel. In particular, arrange cash from the vessel operator/owner to provide the vessel captain with a suitable cash float. |
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Duty 14 Complete the “statement of fact” – keeping track of all activities concerning the vessel from the moment it has arrived at port until the completion of all cargo operations and the departure of the ship, thereby accurately recording the vessels operations and any delays. |
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Duty 15 Complete the vessels disbursement account to the vessel operator/owner – compiling all the invoices incurred in the vessels call at the port. |
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Duty 16 Identify incidents and emergencies that impact the vessel, its crew, or cargo. Provide a remedy (within limits of own role) or escalate to relevant stakeholder organisations. |
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Duty 17 Work to provide a profitable service for both your own organisation and the vessel operator. |
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Duty 18 Deal with any enquiries or complaints about the port agency services you are responsible for. |
K1: Local agencies and the regulatory authorities that impact Port Agency.
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K2: Procedures for managing the vessel / port information systems.
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K3: Regulations that apply to the different types of vessel class that may use Port Agency.
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K4: A range of different cargo types.
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K5: A range of stevedoring operations that can be used to load/unload cargo.
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K6: Techniques for responding to the changing conditions that can commonly hinder vessel progress including changes to tidal and meteorological conditions.
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K7: Type of Charter Party, agency agreements and terms relevant to each vessel and / or port visit.
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K8: Local customs clearance procedures.
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K9: Immigration processes for vessel leavers / joiners.
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K10: Relevant health and safety regulations and legislation.
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K11: The International Ship and Port Facility Security Code.
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K12: The principles for correct storing and sharing of data in accordance with the UK Government Data Protection legislation.
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K13: The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors.
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K14: Statutory powers of the relevant Port State, their responsibilities, duties and codes.
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K15: Negotiation techniques.
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K16: The principles of stakeholder relationship management.
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K17: Different forms of communication (written, verbal, electronic).
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K18: The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit.
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K19: Bills of lading, their function and importance in transactions.
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K20: Charges, terms and conditions of subject port / harbour authority of each vessel call.
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K21: Principles of project management and a range of project planning tools.
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K22: Principles of Port Agency related budget management.
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K23: Techniques for working alone and in a team.
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K24: The range of sustainable practices applicable to Port Agency including in-house practices and partner policies.
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S1: Complete the required national and local reporting systems with required vessel and cargo data.
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S2: Identify and comply with all local, national and international regulations and legislation that apply.
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S3: Interpret and complete information required on International Maritime Organisation vessel / voyage information forms.
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S4: Identify the needs of the vessel (within limits of own authority).
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S5: Source vessel services for the time and place when these are needed.
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S6: Coordinate crew arrivals/departures required to meet ships complement.
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S7: Negotiate a positive outcome for the vessel that meets the contractual arrangement.
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S8: Identify and apply sustainable practices.
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S9: Plan and prioritise workload to meet objectives.
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S10: Identify and mitigate risks associated with the vessel and port operations.
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S11: Respond to unexpected situations and incidents, offering an appropriate remedy.
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S12: Adopt a communication method that takes account of the audience and is suitable for the circumstances.
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S13: Make informed recommendations that aid the vessels progress, prioritising health, safety and security.
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S14: Maintain a network of stakeholders.
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S15: Utilise the strengths of teams to support vessel progress.
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S16: Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction.
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S17: Report on vessel progress, using the required format (e.g., Maritime pro formas).
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S18: Store data correctly and only share data when it is permitted in accordance with legislation and regulation.
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S19: Comply with relevant health and safety procedures.
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S20: Comply with relevant security procedures.
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S21: Monitor vessel progress against expected plans.
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S22: Create the required disbursement accounts.
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S23: Create a required “Statement of Fact”.
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S24: Match supplier quotations with the services/goods needed to support vessel operations.
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S25: Apply project management techniques needed to deliver port agency within budget.
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S26: Provide financial services that meet needs of the vessel (within limits of given authority).
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S27: Quality assure work in accordance with organisational requirements and contractual arrangements.
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S28: Handle complaints in line with organisational requirements.
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S29: Problem solves changes in circumstances impacting vessel progress.
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B1: Sources solutions and seeks to continuously improve and develop.
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B2: Resilient under pressure.
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B3: Team-focused and works effectively with others.
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B4: Acts in a professional and ethical manner.
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B5: Takes ownership of work.
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B6: Promotes sustainable practice.
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Apprentices without level 2 English and maths will need to achieve this level prior to taking the End-Point Assessment. For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is an alternative to the English qualification for those whose primary language is BSL.
| Version | Change detail | Earliest start date | Latest start date |
|---|---|---|---|
| 1.0 | Approved for delivery | 20/07/2022 | 12/02/2025 |
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