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Facilities Planning Administrator (Train maintenance centre)

Location: London, POST-LON, United Kingdom
Job ID: R0009685
Date Posted: Dec 9, 2022
Segment: Mobility
Business Unit: Hitachi Rail
Company Name: Hitachi Rail Limited
Profession (Job Category): Other
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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alongside experts from the around the globe? Come and join the fastest growing rail business in the world!

Hitachi Rail is a fully integrated, global provider of rail solutions across rolling stock, signalling, service & maintenance, digital technology and turnkey. With a presence in 38 countries across three continents and over 13,000 employees, our mission is to contribute to society through the continuous development of superior rail transport solutions. We are working to Inspire the Next – and this is your chance to be part of it.

Your new role

In this exciting role you will be responsible for planning preventative and corrective maintenance, call outs and repairs. This will include planning around daily operational requirements, contractors, spare parts & materials availability, staff availability and when required access to rolling stock and drivers. You will also be responsible for the production of daily weekly and month reporting and analysis of data from the UK business systems.

Specifically, you will be responsible for the following deliverables:

  • The Facilities Planner will be responsible for planning all Infrastructure maintenance and repairs to ensure that the contractual and legal compliance for TMC’s (Train Maintenance Centre) is achieved.
  • Responsible for monitoring compliance with the TSA DAC`s and Annex “Major Maintenance and Overhaul” (MMO) plans for each TMCs to ensure financial draw down is achieved. Any changes to the MMO needs to be recorded, approved and updated in SAP.
  • Work closely with TMC Facilities and BA colleagues to ensure all facilities maintenance is undertaken within the required time scales, any deviation must be recorded and brought to the attention of the Local Facility Manager.
  • Planning will require working closely with the Operation Teams at the TMC, arranging contractor attendance, spare parts & materials availability, staff availability and if required access to rolling stock and drivers.
  • Responsible for producing all reports in line with the contractual requirements to include but not limited to procurement, finance, contractual KPI`s, health, safety and environmental reporting, Daily weekly monthly Maintenance due reporting and maintenance undertaken vs maintenance achieved.
  • Monitoring of available resource levels to ensure that sufficient resource is available to meet the required demand. Bring any shortfalls in demand to the attention of the Facilities Manager.
  • Good and services delivered and received to include GRN to enable automatic payment and re- ordering through the SAP
  • Management of SAP data input to ensure all facilities maintenance and repair work undertaken by the facilities team or contractors is recorded within the SAP system correctly to include recording of time taken and materials used.
  • Support any facilities audits from internal Business Assurance and external customers and bodies including the ORR and BSI.
  • Delivery of work requirement from SAP for the facilities team and 3rd party contractors. Ensure that all necessary paperwork such as contractor “work package plans” (WPP) and task briefing sheets alongside RAMS have been attached to the job card within SAP for audit purposes.
  • Administration of Master Asset and Maintenance Pans in SAP, undertake any changes in periodicities, materials, resource as instructed by the Facilities Manager.
  • Ensure that any conflicts/constraints are identified, rescheduling and solutions developed in a timely manner through close liaison with the key stakeholders.
  • Identify efficiencies with schedule development processes aimed at optimising maintenance and process is development.
  • Collection / preparation / reporting of TMC spend to enable the contractual draw down to be administered by the UK Head of Facilities.
  • Administration with regards to the P2P purchasing system including creating and managing PRs, Managing POs, Managing the departmental debit card, Process relevant invoices and GRN procedure.
  • Act as SAP super user for the UK Facilities Team include mentoring and training where required.
  • Create and manage SAP assets with support from the UK Central SAP Support team.
  • SAP Administration to include Functional locations, Assets, Notifications, Work orders, Equipment structures, Task lists, spare parts, Maintenance plans, Maintenance cycles and maintenance instructions.
  • To provide assistance in implementing and maintaining departmental records and procedures.
  • To assist in the training / induction of new personnel. This includes escorting visitors and contractors around site as required
  • Reactive work - Reactive work input, tracking, close out and reporting. Network Rail fault logging and tracking. Transferring of work arising from external/internal reports to reactive work.
  • Administration, access, training and use of 3rd party online portals where required
  • Administration of contractor attendance, maintaining service sheets, tracking relevant documentation and induction where required.
  • Support the purchasing and Sourcing of spares/materials/services where required including filing and attached all invoices in the SAP system.
  • Capturing the Facilities Team training requirements and liaising with the training department for delivery of training to the team.
  • Tracking of the required safety critical and operational briefs and reporting finding to the enable the management team.

  • Analysis and Reporting - Produce analysis and management reporting to the Head of Facilities to monitor the performance of the assets, service providers and statutory compliance including:
    • Statutory compliance – all PPMs and statutory inspections completed on time
    • Supplier performance – In-house and service providers SLAs and KPIs and number of reactive requests
    • Critical spares – Usage of spares and recommendations for critical spares
    • Financial Reporting – Operational and maintenance costs per asset
    • Energy – Cost and consumption of all utilities, monitored against year on year and targets
    • Waste – Cost and waste disposal by waste stream
    • Trend Analysis – Analyse reporting for patterns and trends both negative and positive across all assets and service providers
    • Fuel usage, analysis of data on a weekly monthly bases and production of reports to show where this is not captured.

  • Assist and undertaken other duties as instructed by the UK Head of Facilities.

About you


  • Excellent written and verbal communication skills, Calm and diplomatic under pressure.
  • Strong IT skills – typically Word, Outlook. Word, Excel, PowerPoint,
  • Team worker, the position holder must be able to interface effectively with all levels of personnel both within and outside the company.
  • Good written and verbal communication skills
  • Professional telephone manner and the ability to greet all visitors to the depot in a professional and friendly manner


  • Experience working within a Rail maintenance environment

Behavioural Requirements

  • Able to represent Hitachi in a professional manner at all times.
  • Pragmatic, practical and flexible attitude.

Why Hitachi Rail?

At Hitachi Rail you will find a passionate and collaborative environment. We operate according to our values of Harmony, Sincerity and Pioneering Spirit. As such, we work closely as a team and empower our colleagues to take ownership and become creative in our pursuit of excellence. We take pride in the contribution we make to society and we always act with integrity and fairness towards our customers, suppliers and colleagues.

We offer a competitive salary and annual leave entitlement as well as a generous benefits package. This includes a pension scheme with contributions up to 9%, health insurance, and many more perks for you to choose from within a flexible plan that will meet your specific needs and lifestyle.

If you like the sound of the above and feel energised by the idea of joining a great brand at a moment of exciting expansion, please apply now. We look forward to hearing from you!

Closing date for applications is 11th December 2022.


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