Maintenance Planner

Vanguard Healthcare Solutions we are a British, privately owned, international clinical services and infrastructure provider supporting healthcare clients across the UK and worldwide.

Our purpose-designed and built modular and mobile facilities provide our clients with new or replacement Operating Theatres, Wards, Endoscopy Suites and Decontamination and diagnostic units. As part of our solution to our clients we also support them with clinical teams and equipment.

As Maintenance Planner you will play a key role in ensuring the smooth operation of maintenance activities across our mobile and modular medical facilities. The position involves planning and scheduling both reactive and planned maintenance tasks, maintaining detailed records and supporting the Maintenance Manager with administrative duties. The Maintenance Planner and Coordinator will also coordinate with sub-contractors and internal teams to ensure timely and efficient delivery of maintenance and aftercare services.

Responsibilities

Include:

• Maintenance Planning and Scheduling
• Plan, manage, and maintain detailed schedules for planned, preventative, and reactive maintenance tasks, including equipment calibrations. Monitor progress using software tools, update schedules as priorities shift, and coordinate with contractors and internal teams to ensure timely completion.
• Administrative Duties
• Maintain accurate records of maintenance activities, expenses, and contractor documentation, supporting effective tracking and budget control. Prepare and distribute performance and status reports, obtain service quotes, and cover Maintenance Coordinator duties when required.
• Communication and Coordination
• Act as the key contact for internal teams and external contractors, ensuring clear communication of schedules, requirements, and updates. Coordinate maintenance activities around operational needs, organise access and permits, and provide thorough briefings to sub-contractors.
• Compliance and Reporting
• Ensure all maintenance activities comply with health, safety, and company policies while keeping detailed records of audits and inspections. Support the Maintenance Manager in preparing audit documentation, managing a centralised database, and reporting non-conformances with proposed solutions.
• Emergency Maintenance Support
• Coordinate rapid responses to emergency situations, ensuring resources are allocated effectively and stakeholders receive timely updates. Maintain emergency contacts, oversee safe and efficient repairs, document incidents, and contribute to post-event reviews to improve future responses.
• Continuous Improvement
• Identify opportunities to improve maintenance efficiency, scheduling, and resource allocation by analysing KPIs and historical data. Collaborate with the Maintenance Manager to implement best practices, evaluate sub-contractor performance, and recommend strategies for optimised service delivery.

Requirements

Educational Background
Professional certifications such as PSP, CMMS, or Lean Six Sigma are advantageous but not essential.
Practical, time-served experience in maintenance planning can be equally valuable.

Experience
3–5 years in maintenance planning or administration is essential.
Experience with sub-contractors, multi-site scheduling, and working in fast-paced, agile maintenance environments is important, with healthcare experience highly beneficial.

Technical and Planning Skills
Proficiency in maintenance planning software, scheduling tools, and data analysis.
Strong knowledge of maintenance processes, resource allocation, contingency planning, and preventive strategies.

Organisational and Administrative Skills
Excellent organisation, accuracy, and time management.
Skilled in record-keeping, reporting, and using Microsoft Office or similar tools to manage data and compliance documentation.

Communication and Interpersonal Skills
Strong verbal and written communication with ability to liaise across clinical teams, contractors, and management.
Coordination, negotiation, customer focus, and relationship-building skills to support collaboration and issue resolution.

Compliance and Safety Knowledge
Solid understanding of health, safety, and compliance requirements in maintenance.
Ability to monitor risks, enforce safety standards, and ensure regulatory adherence.

Full job description available upon request.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our team.

Vanguard Healthcare Solutions Ltd and Q-bital Healthcare are part of the Vanguard Group of companies. www.vanguardhealthcare.co.uk