Senior Maintenance Planning Manager

Senior Maintenance Planning Manager

Application Deadline: 20 October 2025

Department: Maintenance Services

Employment Type: Full Time

Location: Derby

Description

About us

Porterbrook is the UK’s leading rolling stock financier and asset management company. We’ve been at the heart of the rail network for over three decades with 4000 vehicles in our diverse portfolio of passenger and freight trains.

As a partner that adds value to the railway today and for the future, we’ve invested over £3.5bn in new rolling stock and we’re actively looking to invest a further £1bn in the years ahead. Since 2020, this includes over £550 million in new trains, fleet upgrades, traction innovation and rail infrastructure.

Sustainability is embedded in our decision making, and we’ve been named the global sector leader in the annual GRESB sustainability assessment for the last four years.

Our teams are leading some of the most exciting innovations taking place in the railway today at our sites in Derby, London, and the 135‑acre Long Marston Rail Innovation Centre in Warwickshire – an invaluable asset for the railway to test and trial new traction technologies.

Our values

We 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 Senior 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. Porterbrook has 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.

Key Responsibilities

Planning and Configuration Management Toolset Development

• Evaluate the efficacy of the planning and configuration management tools that the team is currently using
• Ensure that component management is undertaken in a robust and professional manner
• Identify whether there is a need for any updates or replacements of the toolsets
• If replacement or update is needed, define the performance requirements that the new/revised system will need
• Develop and implement a plan for any revisions/replacements to systems including the selection, procurement, implementation, testing and training of the team to allow a smooth transition whilst continuing to deliver the team’s functionality

Heavy Maintenance, Project/Mod and Component Overhaul Planning, Management and Reporting

• Provide short‑ and long‑term heavy maintenance, project/modification and component overhaul planning on a defined fleet of vehicles (and other vehicles/assets as requested from time to time) 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

• Proactively 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.
• Proactively 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
• Proactively 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 elevate 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‑Departmental 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 line manager responsibility for the team
• Undertake all work in accordance with Porterbrook’s Business Management System procedures
• Run standard reports and produce management information relating to Operations departmental activity via Porterbrook’s reporting system
• Support the relevant Business Groups and other Porterbrook departments as requested
• Undertake development and testing of IT systems and processes as requested
• Produce monthly logistic and configuration management reporting which satisfies the requirements of other areas of the Business
• Maintain an approach across the Planning Team which ensures a high degree of commonality and uniformity on the methods of working
• Coordinate and monitor the Planning Team resource to ensure effective deployment across the full range of Porterbrook activities. Ensure that the output being achieved is at an acceptable level and resolve any areas of under‑performance that may emerge
• Any other duties that may be requested from time to time

Skills / Experience

General requirements are for a dedicated professional who can deal with customers and contractors in a commercial environment. A sound knowledge of rail rolling stock and their maintenance and planning requirements is preferred but not essential, as this can be learned. Attention to detail in planning and administration of duties is essential, as is a high level of numeracy, literacy and computing skills.

What you’ll need to have

• Degree, HNC/D or equivalent in relevant discipline
• 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
• Knowledge of railway industry rolling stock, organisation and players
• Familiarity with railway vehicle stock types, repair types and vehicle repairers
• Sound geographical knowledge
• Ability to use railway database systems, such as, Total Operations Processing System (TOPS), GEMINI, TRUST, etc

It would be great if you also had

• Project planning skills
• Financial and budgeting awareness
• Negotiation skills
• Interpersonal skills
• Organisational skills
• Diligence and level-headedness
• 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
• Personal reliability with a consistently high level of attendance

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’ Gold 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

• 1.5x employer contributory pension scheme
• Financial wellbeing support
• Flexible working
• Enhanced family friendly policies
• Adoption & Shared Parental Leave benefits
• Enhanced Armed Forces policies
• Ongoing support with professional and personal development
• Long service awards
• Porterbrook Star awards
• Life assurance
• Healthcare cash plan
• 25 days’ annual leave + Bank Holidays + option to buy and sell up to 5 days’ additional leave
• Additional days annual leave for long service
• Season ticket loan

Equal Opportunities

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 us on our journey.

Accessibility

We’re committed to helping you perform at your best throughout the recruitment process. If you have a disability or need any reasonable adjustments during the application and selection stages, please get in touch with us at recruitment@porterbrook.co.uk. We’ll be happy to discuss how we can assist.

To apply

Please follow the link at the top of this page to send your CV and a covering email with full details of why you would be a great addition to the Porterbrook team, along with details of your current salary and notice period.

This vacancy may close at any time once sufficient applications have been received. Early submission of your application is therefore encouraged.

What happens next?

Once your application has been reviewed, our recruitment team will be in contact.

Our interview process is typically two stages to ensure a thorough evaluation while providing a chance for you to showcase your skills and fit for our team. This approach allows us to engage in meaningful discussions, assess your qualifications more comprehensively, and ensure a mutual alignment with our company values. If you\’re ready to take the next step in your career, we look forward to meeting you!

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