Planned Preventive Maintenance Officer (PPM)

Detailed job description and main responsibilities

The post holder will be expected to be the point or contact / coordinator of all PPM activity on a daily / weekly / monthly / annual basis. 

The post holder will be responsible for the continued development and monitoring of a Trust wide PPM Planner based on statutory requirements and best practice on a property-by-property basis. 

The post holder will be expected to ensure the applicable statutory, mandatory and compliance standards, Trust policy requirements and best practice codes are implemented and maintained in response to legal obligations, professional advice and NHS guidance and to develop and maintain effective processes to demonstrate compliance.

The role will require the post holder to have significant experience of working with Computer Aided Facilities Management (CAFM) systems to provide a detailed schedule of works to be entered onto the Trust’s adopted CAFM System. 

To be responsible for allocating PPM works to the appropriate in-house maintenance engineer, or approved sub-contractor. Based on information contained within the system the post holder will be expected to utilise data held within the CAFM system to ensure that works are distributed appropriately based on skill set and changing/challenging workload of individual’s in-house maintenance engineers and approved sub-contractors. 

Being a point of contact / coordinator for all PPM activity, the post holder will be expected to liaise closely with site based staff (including dedicated site Estates and Facilities Officers, Clinical colleagues and Corporate Staff) advising of engineer attendance and works to be carried out. This will include administering the Authority to Proceed System, including reviewing the Risk Assessment and Method Statements (RAMs) for suitability prior to arranging Permits to Work. 

The successful candidate will be expected to prepare technical specifications and tender documents.  To periodically review Estates Contracts for preventative maintenance activities to ensure statutory, mandatory, departmental, and financial compliance / value for money

The post holder will be expected to monitor the successful closure of PPM routines ensuring that risks attached to PPM activity (non-conformance of PPM activity and remedial actions) are appropriately managed and/or escalated as appropriate. 

The post holder will undertake regular internal audits to identify non-conformance of PPM activity. If during the PPM, remedial actions are identified it is the post holders responsibility to record these as reactive works from the remedials, ensure that the remedial actions are addressed and the CAFM system is updated to reflect these changes.

For PPM’s identified as a statutory requirement, the post holder will be expected to extract, consolidate and prioritise statutory compliance remedial work for various elements of the Estates and Facilities operations. (e.g Water Risk Assessments, Fire Risk Assessment, Fixed Electrical Tests, Lift Insurance Inspections etc.)

Specifically for water management, the post holder will be required to access and monitor the water asset management database (ZetaSafe) to assure compliance and investigate all non-conformance. Overseeing the remedial actions to ensure failed assets are returned to a compliant status according to the L8 legislation. 

The post holder will be expected to identify and investigate any gaps in the schedule, creating new PPM’s where necessary. 

The post holder will be expected to work closely with the department’s Systems Manager to ensure that quality systems are introduce and maintained in relation to information/documentation/data relating to PPM activity is appropriately managed and uploaded within the relevant systems (i.e. CAFM / Shared Drive). The post holder will introduce and maintain quality systems to manage the Service Sheets and 

The post holder will be expected to develop and maintain a good understanding of the Maintenance Module and Compliance Module within the Trust’s adopted CAFM System. Information/documentation/data will be validated for input into the Maintenance Module and Compliance Module from various sources (internally and externally)

To analyse statistical information to:

o   Monitor trends, and identify areas that require further investigation.

o   Produce technical and routine management reports on all PPM activity as designated by Estates and Facilities Managers (location specific) that will assist in the effective use of resources/asset management and ultimately cost benefit for the business.

o   Assist in KPI monitoring

The post holder will be expected to develop and maintain a robust Asset Management register reflecting appropriate servicing and inspections in line with the requirements. 

To organise quarterly PPM review meetings with attendance delegated by the Estates and Facilities Managers and Compliance Managers to ensure that the Trust is fully compliance across all facets of PPM activity (statutory requirements / best practice)

As delegated by the Estates and Facilities Manager (location specific) and/or Compliance Manager to undertaken the role of Authorised Person (AP) / Deputy Authorised Person where appropriate, subject the appropriate and relevant training being provided and undertaken. 

At attend and participate in the compliance related meetings (i.e. Water Task and Finish Group and Fire Task and Finish Group meetings or as designated by the Estates and Facilities Managers). Coordinating any remedial actions (i.e. from the Fire Risk Assessments (FRA’s) and Water Risk Assessments (WRA’s)) and play a fundamental role in organising the necessary work to ensure regulations are met. 

The post holder will be expected to provide effective service management and forward planning to the Estates and Facilities Operation department of the Trust linking in with:

o   Local healthcare organisation covered under the terms of Service Level Agreements (held by the Finance Administrator and Property Management and Development Team)

o   Estates and Facilities Operational Teams (Head of Estates and Facilities; Estates and Facilities Managers (location specific); Deputy Head of Estates and Facilities (location specific) and Estates and Facilities Officers (Site specific responsibilities)

o   Compliance Team (Compliance Manager; Fire Safety Officer and Physical Security and Compliance Officer)

o   Help Desk (Help Desk Manager and Help Desk Administrators 

To support in the development and delivery of a range of PPM activity, in line with best practice methodologies associate with PPM planning and scheduling. 

The post holder will be required to obtain quotations in line with the Trusts Standing Financial Instruction (SFI’s) to undertake remedial activity associated with individual PPM activity. Coordinating associate Requisitions / Purchase Orders with the support of the Help Desk function and Finance Administrator to ensure value for money is achieved. Validating all invoices against the order for price and quality, recorded for control and auditing purposes, and present for authorisation where necessary. 

To provided additional administrative support to supplement the Help Desk function when required as designated by the Estates and Facilities; Property and Projects Support Manager and the Estates and Facilities Managers (location specific) where required. 

Working with the Systems Manager, this role will be responsible for managing (manually or electronically) filing systems to ensure that they are organised to the best effect for the directorate. 

The role will work closely with the System Manager and Help Desk Manager with the review of PPM activity in relation to uploading revised Job Service Sheets. The role will require the post holder to act as administrator for the SFG-20 resource library uploading relevant Job Service Sheets (attached to individual PPM’s allocated per property) on to the Trust’s adopted CAFM system, regularly monitoring and uploading revised Job Sheets following legislative change to ensure full compliance across all Trust properties. 

The post holder must have a flexible approach to working within the team, and maintain good working relationships with internal and external contacts, demonstrating professionalism at all times. 

The post holder may be required to travel to other sites across the Trust as required and delegated by the Estates and Facilities Managers (locality specific) to provide additional cover across all Estates and Facilities corporate buildings or site/property specific attendance