Maintenance Planner (107043-0123) . Job Reference: 1889991

University of Warwick
February 13, 2023
Offerd Salary:£27,929 - £31,411
Working address:N/A
Contract Type:Fixed-term contract
Working Time:Negotigation
Working type:N/A
Ref info:N/A

Vacancy Type/Job category

Management & Professional


Estates Office

Sub Department

Maintenance Operations – Zonal Operations


£27,929 - £31,411 per annum


University of Warwick, Coventry

Vacancy Overview

Fixed-term contract for 6 months, 36.5 hours per week.

We're looking to appoint a Maintenance Planner in our growing Maintenance team at the University of Warwick.

We have an exciting opportunity available for a motivated and enthusiastic individual to join our Maintenance Planning team in the Estates Department on a 6-month fixed term contract. As a Maintenance Planner, you'll be part of a team helping to co-ordinate the scheduling of planned and reactive maintenance works across the operational and technical maintenance teams, taking into account the priority level of the work and availability of staff resource.

The successful candidate will be a highly motivated individual who, among other qualities, can demonstrate:

• Excellent organisational skills, with the ability to prioritise a very busy workload.

• Computer literacy, with excellent spreadsheet skills

• The ability to work as part of a team, as well as be able to work unsupervised using own initiative.

• Experience of monitoring quality standards; identifying and addressing any performance issues

• Excellent interpersonal skills including the ability to communicate verbally and in writing with individuals at all levels within the organisation.

• Able to demonstrate a creative and innovative approach to problem solving especially in emergency situations.

Next steps

For an informal chat about the role, contact Nigel Smith on 07824 540775

Please click here and see How to Apply

Please note we reserve the right to close this advert early should a suitable candidate be found, so please don't delay in submitting your application.

Interview Date: TBC.

Job Description


To co-ordinate the scheduling of planned and reactive maintenance tasks across the operational and technical maintenance teams, taking into account the priority level of the work and availability of staff resource.

To deliver maintenance schedules efficiently, monitoring progress and co- ordinating works that require multi-disciplinary tasks. Provide detailed support to monitor service level targets and ensure their accuracy.



• Schedule workflow for the maintenance teams using a Computer Aided Facilities Management system (CAFM).

• Process and allocate approximately 1,000 planned maintenance tasks per week and a varying number of reactive tasks to the correct operations and maintenance team members, taking into account workloads and availability of team members.

• Liaise with maintenance and operations teams and customers to plan the allocation of operational workforce resources to ensure delivery of an efficient, cost-effective, safe, compliant and customer-focused service.

• Maintain oversight of all tasks assigned to the Maintenance team, monitoring and reporting on performance against SLAs including attendance and closure rates of jobs. Analyse performance data, produce reports and identify trends in order to advise on potential efficiencies in operations.

• Work with section managers to evaluate team performance.

• The role will be expected to actively seek to improve processes and procedures and drive efficiency.

Data Management

• Monitor accuracy of job tickets and information entered into the CAFM system by maintenance operatives.

• Ensure SLA data is maintained accurately and provide reports and analysis as required.

• Liaise with the Information and Systems team, Service Desk and Maintenance team and other Estates teams to ensure information is accurate and reflects the services provided.

Customer Service

• To provide feedback to customers proactively and work with the Service Desk to ensure that accurate information is available and delivered between technicians and customers.

• To identify trends and problems that are impacting customers and work with managers across estates to identify solutions and resolve.

• To identify issues that require a general customer notification to escalate to relevant teams to action.


• Monitor spend associated with dockets, including the use of overtime to complete works.

• Provide reports as required to managers, and customers.


• The role will be required to keep good records of works in progress and completed.


• Carry out other duties commensurate with the grade, as directed by the Operations Manager.

• To work with the services desk to cover daily cover on emergency radio and emergency alarm telephone, taking immediate and appropriate action, which involves contacting emergency technicians.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1

Good GSCEs (or equivalent) in Maths and English. (a, b, c)

Essential Criteria 2

HNC/D or equivalent qualifies in a management, facilities management of building related subject. (a, b, c)

Essential Criteria 3

Experience of work allocation planning or scheduling, ideally in a building services/maintenance environment. (a, b, c)

Essential Criteria 4

To have a good understanding of operational Health and Safety and associated procedures such as permits, asbestos, working at height. (a, b, c)

Essential Criteria 5

Good understanding of maintenance (building fabric and technical M&E) and how to diagnose repairs and assign priorities to tasks. (a, b, c)

Essential Criteria 6

Experience using a CAFM system. (a, b, c)

Essential Criteria 7

Ability to take a holistic view to monitor overall performance across cross functional teams. (a, b, c)

Essential Criteria 8

Computer literate with excellent spreadsheet skills. (a, b, c)

Essential Criteria 9

Excellent written communication skills, including the ability to produce accurate, concise performance reports. (a, b, c)

Essential Criteria 10

Approachable confident communicator with good negotiation and people skills. Ability to communicate effectively with people at all levels - including trades colleagues, managers and customers. (a, b, c)

Essential Criteria 11

Ability to work in a team but also using own initiative as required. (a, b, c)

Essential Criteria 12

Excellent organisation skills and the ability to prioritise a very busy workload. (a, b, c)

Essential Criteria 13

IOSH working Safely – understanding maintenance people related health and safety management. (a, b, c)

Desirable Criteria 1

Degree (or equivalent) in building services or a related subject. (a, b, c)

Desirable Criteria 2

Experience of working in the Higher Education sector. (a, c)

Desirable Criteria 3

Asbestos awareness. (a, c)

Further Particulars

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.

The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (

The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.

Right to work in the UK If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date

13 Feb 2023

From this employer

Recent blogs

Recent news