Maintenance Planner

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Maintenance Manager and in accordance with established policies, standards, procedures and regulatory codes, the Maintenance Planner works within a large and complex systems and is responsible for liaising with and supporting trade supervisors in the documentation and co-coordination of maintenance activities within the Facilities Maintenance & Operations (FMO) department; operates and maintains the Computerized Maintenance Management System (CMMS) database by creating, allocating and prioritizing Demand Maintenance work orders and Preventative Maintenance work orders, including monthly reporting on workload metrics.

Duties/Accountabilities:

1. Operates the facilities CMMS to create, assign, dispatch, prioritize and organize Demand and Preventative Maintenance Work Orders from users and Maintenance staff.
2. Assesses and reviews each incoming request, determines the appropriate response, priority level and appropriate trade shop for the work to be assigned to and by way of inputting the information into the CMMS database for the creation of work orders; creates follow up emails to users and/or staff, as required.
3. Keys data from completed Demand and Preventative Maintenance work orders into the CMMS to document hours, services rendered, materials, costs and relevant information performed and submitted by the maintenance staff.
4. Participates in the creation of daily/weekly and/or monthly work plans with all Trade Supervisors and/or Lead Hands for each trade based on the user requests, preventative maintenance program and planned maintenance projects.
5. Develops a system to optimize work plans that minimize system outages and patient care; assists in the preparation and scheduling of estimations of time, materials, tools and equipment preventative and planned maintenance work and providing updates as necessary; assists in the development, production and updating of reports and Key Performance Indicators (KPIs) to track these activities; communicates revised plans and reports to the appropriate trade leads and managers.

6. Utilizes project management, database and spreadsheet software to produce the daily, weekly, monthly, annual and ad hoc information required by entering data, information, updates and manipulating data to produce the appropriate reports, charts, schedules and updates to appropriate Trade Leads and Managers; configures data to analyze, identify outstanding work and backlogs and creates completion plans.
7. Confirms and updates new and or modified equipment installation and/or repair work done by FMO staff and outside contractors by consulting with required personnel, referring to maintenance plans to ensure compliance with national and local codes, FMO standards, drawings and specifications.
8. Assists the FMO staff in the co-ordination of multi-trade maintenance work, as well as in the planning and management of systems equipment by planning and co-coordinating multi-trade jobs for planned outages and assisting in the development/generation of manpower backlog reports by department to ensure resources and costs for system outages are minimized; coordinates information to hospital end users of planned outages or entry into hospital departments to minimize impact to patient care and end users.
9. Reviews, at various intervals, all items covered by the preventative maintenance systems to ensure that each item is consistent with good engineering and safety practices in description, intent, frequency and specifications; reviews statistical and work reports from the CMMS, Managers, Supervisors, Lead Hands and tradespersons to identify and prioritize building systems maintenance requirements within budget constraints.
10. Ensures that the CMMS is regularly updated and current by updating modules, tasks, schedules, renovations, upgrades, rooms, tenants, employees, and floor locations.
11. Maintains department schedules including walkthrough schedules, on-call pager schedules, process schedules, fire drill schedules, generator test schedules and staff meeting schedules by creating schedule templates, inputting and updating data.
12. Participates in the processing of maintenance work requests by receiving and forwarding work requests to Supervisor for approval, issuing job numbers and recording in computer table and log book, forwarding to assigned tradesperson, updating database when request complete and filing related documentation.
13. Performs other related duties as assigned.

Qualifications:

Education, Training & Experience
Grade 12, graduation from a recognized program in building technology and three (3) years' recent
related experience, or an equivalent combination of education, training and experience.
Skills & Abilities
• Ability to communicate effectively both verbally and in writing
• Ability to deal with others effectively
• Physical ability to carry out the duties of the position
• Ability to coordinate resources of assigned area
• Ability to organize work
• Ability to operate related equipment