Maintenance Planner

JOB PURPOSE

The Maintenance Planner will effectively Implement and maintain a CMMS (Ultimo). The purpose of the role is to identify and plan day-to-day maintenance work, repairs, projects and modifications, alongside planning and communicating between various parties including internal operational departments. They will lead the organisation and co-ordination of technical purchasing for maintenance requirements.

MAIN OBJECTIVES & RESPONSIBILITIES

Safety

• Promote and maintain a strong safety culture, ensure working practices are always followed around machinery and equipment.
• Monitor and enforce the correct use of PPE by all employees and contractors within the area of responsibility.
• Proactively identify potential hazards, risks, and unsafe conditions, taking prompt corrective action to prevent incidents.
• Lead, coach, and motivate team members to continuously improve safety performance and compliance with company standards.

Quality

• Oversee the completion of quality inspections, checks, and documentation, ensuring accurate recording and compliance with regulatory and company processes.
• Oversee the completion of quality inspections, checks, and documentation, ensuring accurate recording and compliance with regulatory and company procedures.
• Ensure all products, processes, and activities meet established quality standards and customer requirements.
• Maintain and enforce equipment and workplace cleaning standards to optimise product quality, equipment reliability, and operational efficiency.
• Drive continuous improvement initiatives focused on enhancing quality, equipment performance, and process effectiveness.

Planning

• Develop, coordinate, and prioritise maintenance work schedules for both internal maintenance teams and external contractor on a daily basis.
• Review and adjust work plans as required to ensure departmental objectives, operational demands, and business priorities are achieved.
• Authorise, issue, and manage maintenance work orders, ensuring resources are allocated effectively.
• Monitor resource capacity and workload requirements, identifying constraints and implementing solutions to minimise operational disruption.
• Track and report on planning progress, ensuring work is completed within agreed timescales and performance targets.

Operational technical procurement

• Manage operational maintenance purchasing activities, ensuring departmental requirements are understood and fulfilled.
• Maintain effective stock control of spare parts, consumables, and maintenance materials, including inventory management, issue control, and replenishment processes.
• Coordinate and monitor supplier deliveries, proactively resolving delays or supply issues to minimise impact on operations.
• Ensure optimal stock levels are maintained while controlling expenditure and operating within agreed budget parameters.
• Develop and maintain positive relationships with suppliers to support operational and maintenance requirements.

Other Responsibilities

• Provide support and deputise for the Maintenance Manager as required.
• Coordinate outsourced maintenance activities, liaising with approved contractors and internal stakeholders to ensure work is completed safely, efficiently, and in line with departmental objectives.
• Ensure all contractor activities comply with company safety requirements, site procedures, and permit-to-work systems.
• Monitor and verify third-party service compliance with internal health, safety, and operational standards.
• Maintain accurate technical documentation and manage digital and physical maintenance records and archives.
• Contribute to continuous improvement initiatives designed to enhance maintenance performance, reliability, and operational effectiveness.

PERFORMANCE INDICATORS

• Maintain safety and compliance standards.

• Deliver planned maintenance activities on time and in budget.

• Maximise equipment uptime and reliability.

• Control spare parts stock and costs.

• Ensure accurate maintenance records.

• Manage contractor performance effectively.

• Support continuous improvement.

• EQF Level 4, BTECH Level 3.

• Experience working with Ultimo or similar CMMS

• Experience of Stock Control

• Existing software tools, such as Excel, Microsoft office, etc.

INTERPERSONAL SKILLS

• Excellent communication skills essential, ability to give clear written and verbal instructions.
• Good understanding of procedures and processes.
• Able to identify areas of weakness within processes and make recommendations to department manager.
• Highly responsible, reliable and flexible with a strong work ethic
• Able to effectively prioritise and adapt to a varied and changeable workload
• Punctual, presentable and with good attendance

CORE COMPETENCE (BEHAVIOUR)

• Decisive
• Structured
• Flexible
• Planning
• Results-oriented