Maintenance Planning Manager

Maintenance Planning Manager Application Deadline: 9 May 2025

Department: Engineering Services

Employment Type: Full Time

Location: Derby

Description About us
Porterbrook is the UK's leading rolling stock financier and asset management company, and a partner that adds value to the railway today and for the future.

We've been at the heart of the rail network for over three decades and own a quarter of the national passenger rail fleet, with 4,000 vehicles in our diverse portfolio of passenger and freight rolling stock.

Porterbrook mobilises private finance to drive growth and deliver a safe, efficient and sustainable railway. Sustainability is embedded in our decision making, and we innovate to deliver greener and smarter rail solutions.

Our values About the team
The Maintenance Services team provide comprehensive engineering, project management and asset management services to ensure our assets deliver industry leading levels of performance and passenger satisfaction for our customers.

About the role A great opportunity for an exceptional Maintenance Planning Manager, to join the Porterbrook team.

Role purpose
To provide heavy maintenance and project planning and event reporting for Porterbrook's traction & rolling stock vehicles, components and other assets, and, where Porterbrook have the obligation, to organise the day to day movement in and out of repair facilities to ensure the efficient and timely maintenance, overhaul and modification of assets, managing the workflow process for each event.

Responsibilities

• Provide short- and long-term heavy maintenance, project/modification and component overhaul planning on a defined fleet of vehicles for routine and non-complex events
• Ensure the 'maximum number of vehicles stopped' criteria for heavy maintenance or modification defined in the leases are not exceeded in the programmes produced, and that the plans ensure all vehicles are shopped within their defined tolerances
• In conjunction with the respective Fleet Teams, liaise and agree workload with operators and heavy maintenance/project/component overhaul providers (suppliers) as appropriate. Control and distribute agreed shopping programmes with operators and suppliers
• In conjunction with the respective Fleet Teams, monitor the delivery of the heavy maintenance/project/component overhaul plans. Review thoroughly the input and output of vehicles against the agreed programme and manage as appropriate any deficiencies in the delivery of the programme with operators and suppliers as appropriate
• Provide regular reports to the relevant Business Groups/ Responsible Engineer on performance against the agreed programme including late input/output liquidated damages
• Monitor the Porterbrook material portfolio and utilisation across the fleet and in conjunction with the Fleet and Supplier Services Teams identify areas/components which are at risk in relation to availability and agree remedial plans as necessary

Process Management of Works Procurement and Free Issue Material Contracts

• Manage the workflow process for soggy lease events to enable suppliers to log details of repair(s) and additional work undertaken, the costs involved, confirm work completion, report tracked component configuration, and submit invoices for payment.
• Monitor the workflow process for dry lease events, ensuring accurate and timely reporting of all events and component configuration, and additionally manage the payment process for maintenance reserve events
• Manage the ordering, delivery/return, and payment process for free issue material contracts
• Manage the workflow process for Porterbrook funded and contracted events to enable suppliers to log details of events and additional work undertaken, the costs involved, confirm work completion, report tracked component configuration, and submit invoices for payment
• Prepare and issue programmes for all works procurement and free issue material contracts
• For all events ensure signed 'Work Completion Statements' are received to provide an auditable record of work completion, and that these are forwarded to the Responsible Engineer in a timely manner
• Monitor Tracked Component change information on all relevant events, resolve any anomalies with the relevant supplier or lessee, or escalate to the Responsible Engineer if resolution is not achieved in a timely fashion
• Maintain accurate records of heavy maintenance events on Porterbrook's asset management database(s), including date and counter value at the repair completion.
• Maintain accurate records of project/modification events on Porterbrook's asset management database(s), including date at completion if required
• Provide regular reports to the relevant Business Groups/ Responsible Engineer on programme performance, overdue maintenance or project events, outstanding component reporting, contractor performance, etc, and raise any issues or concerns in a timely manner
• Report on any issues not resolved in a reasonable timescale for the Responsible Engineer to progress
• Maintain accurate daily records of the position of all maintenance and project events in the workflow process on the 'Common User Spreadsheet'
• Keep the Planning and Configuration Managers informed of any issues of concern

Cross department support
Fleet & Commercial

• Provide information for contract review meetings with suppliers and attend if required
• Provide information for lease and technical review meetings with customers and attend if required
• Provide information and support for mileage/counter reconciliations and last service information date reconciliations with customers as required
• Provide information and support in the preparation of annual budgets/forecasts and vehicle whole life plans as required
• Provide information and support for re-leasing/pricing/ "what if" scenario activities as required

Finance

• Provide information and support in the preparation of annual budgets/forecasts and vehicle whole life plans as required
• Attend monthly Business Group/Finance meetings
• Provide statistics of completed repairs and revised forecasts against the budget plan on a monthly basis
• Ensure all unstarted events are rescheduled prior to the month end in accordance with the relevant guidance

Supplier services

• Attend quarterly Business Group/Supplier Services meetings.
• Provide assistance in the annual review of blanket purchase agreement values giving anticipated event quantities
• Ensure that Supplier Services are notified of the request to use new supplier and supplier/depot locations

Other duties

• Undertake all work in accordance with Porterbrook's Business Management System procedures
• Support the relevant Business Groups and other Porterbrook departments as requested
• Undertake development and testing of IT systems and processes as requested
• Any other duties that may be requested from time to time

Skills / Experience What you'll need to have

• Knowledge of works procurement contract obligations and operating lease agreements
• Knowledge and understanding of vehicle maintenance and overhaul requirements, supplier management and the supply chain
• Attention to detail in planning and administration of duties
• Familiarity with railway vehicle stock types, repair types and vehicle repairers
• Sound geographical knowledge
• Ability to use railway database systems, such as RAVERS, TOPS, GEMINI, TRUST, etc
• A dedicated professional who can deal with customers and contractors in a commercial environment

It would be great if you also had

• Project planning skills
• Financial and budgeting awareness
• Negotiation skills
• High level of computer literacy (especially Microsoft Office and database usage), with the ability to pick up new IT systems and ways of working quickly
• Ability to work consistently to a high level of detail with a high degree of accuracy
• Knowledge of rail rolling stock and their maintenance and planning requirements is preferred but not essential

A great place to work People are the heart of Porterbrook. Our close knit team is diverse, supportive and flexible. We have a collaborative work ethic both within the company and with our customers and suppliers. In recognition of this we have been awarded:

• Investors in People Gold accreditation
• Investors in People 'We Invest in Wellbeing' Silver accreditation
• National Rail Awards 2023 Fleet Achievement of the Year
• National Rail Awards 2023 Safety Achievement of the Year

These accolades reflect the company's dedication to creating a supportive and inclusive workplace where employees are empowered to thrive.

To learn more about why Porterbrook is a great place to work please visit our website and follow us on social media.

Our benefits
We are seeking the very best talent to join the team, and offer an excellent salary, along with bonus and benefits. This is a fantastic opportunity to join a great organisation with outstanding people and a road map for the future to grow and develop the business. Some of our benefits are listed below:

• 1.5x employer contributory pension scheme
• Financial wellbeing support
• Flexible working
• Enhanced family friendly policies
• Adoption & Shared Parental Leave benefits
• Enhanced Armed Forces policies
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