Team Leader

Company name

Mitie

Job Title

Regional PPM Planning Lead

Reporting to (position)

PPM Planning Manager

Our values and behaviours

Delivering the exceptional, every day

•

Our purpose

our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

•

Our promise to our people

a place to work where you can thrive and be your best every day.

•

Our promise to our customers

a trusted partner creating exceptional environments for your customers and people, adding value every day.

• Our culture - our core values and how we behave:

o

We are one Mitie

we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.

o We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.

o

We go the extra mile

whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.

o

Our diversity makes us stronger

we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.

o Our customers' business, is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.

Job objectives and responsibilities

· Lead the day-to-day activities of a small regional planning team, setting clear priorities, allocating workload and ensuring consistent, high-quality planning support across the region.

· Ensure the team meets the planning needs of the region by maintaining an accurate, forward-looking PPM plan across Mitie's service portfolio and translating asset registers, statutory requirements, contractual frequencies and customer priorities into deliverable maintenance programmes.

· Coordinate and oversee the end-to-end PPM planning cycle, from data validation and work-order generation through resource, materials, access and permit readiness to scheduled delivery, evidence capture and compliant closure.

· Provide one trusted regional view of PPM demand, capacity, compliance position, dependencies, risks and forecast completion, enabling timely decisions by Operations, Engineering, Commercial, Procurement and customer stakeholders.

· Build team capability through regular coaching, feedback, objective setting, performance conversations and development planning, creating an inclusive and accountable working environment.

· Monitor team workload, service levels, planning quality and agreed KPIs, taking timely action to address gaps, balance capacity and maintain regional delivery commitments.

· Protect safe, compliant and customer-focused delivery by ensuring maintenance plans are realistic, properly sequenced and supported by competent labour, approved supply-chain partners, materials, access arrangements, documentation and agreed governance.

· Identify overdue tasks, data gaps, access failures, capacity constraints and emerging compliance exposure early, driving clear mitigation, ownership and escalation through the PPM Planning Manager and relevant delivery leads.

· Maintain accurate, controlled and audit-ready PPM records in approved Mitie systems, ensuring plans, changes, decisions, evidence and customer commitments are traceable.

· Deliver the exceptional, every day by working as One Mitie, acting with integrity and trust, and keeping our customers' business at the heart of every planning and leadership decision.

Main duties

· Provide day-to-day leadership for the regional planning team, setting priorities, allocating work, monitoring progress and ensuring appropriate cover for operational requirements.

· Translate regional operational priorities into clear team plans and individual objectives, ensuring planners understand their responsibilities, deadlines and required service standards.

· Hold regular team meetings and one-to-one discussions, providing coaching, feedback, recognition and support, and addressing performance or conduct concerns in line with Mitie processes.

· Identify capability and succession needs, maintain development plans and support onboarding, training and knowledge sharing so the team can provide resilient regional planning coverage.

· Track team performance against agreed KPIs, service levels and quality measures, using data to recognise good performance, identify trends and implement practical improvement plans.

· Own and maintain the integrated regional PPM plan, covering statutory, mandatory, contractual and good-practice maintenance activity across the relevant portfolio.

· Ensure the team validates asset, task, frequency, location and responsibility data, working with operational and technical colleagues to correct gaps before work is released or scheduled.

· Oversee the generation, profiling and sequencing of work orders into practical annual, monthly and weekly plans that reflect service windows, operational constraints, access, permits, isolations, lead times and customer-critical dates.

· Coordinate with engineering and operational leaders to confirm competent labour, specialist subcontractors, supervision and realistic durations, balancing PPM delivery with reactive demand and approved remedial or project commitments.

· Work with Procurement, suppliers and stores to confirm materials, consumables, equipment, purchase-order status and delivery dates, escalating long-lead or unavailable items before they affect compliance or customer commitments.

· Ensure planned maintenance activity has the required access arrangements, permits, risk assessments, method statements, asset information, drawings, specialist support and pre-start documentation, with interfaces and hand-offs clearly owned.

· Maintain clear communication with regional customers and stakeholders on planned dates, service impact, dependencies, changes and risks, recording agreed outcomes in approved Mitie systems.

· Monitor planned versus completed activity, statutory compliance, overdue work, backlog, no-access events, abortive visits, deferrals and outstanding documentation through agreed reports and dashboards.

· Chair regional planning, scheduling and compliance reviews, presenting a concise view of priorities, decisions required, customer impact, safety or compliance risks, mitigations and accountable owners.

· Investigate variance and missed maintenance, coordinate recovery plans and ensure any deferral, cancellation or frequency change follows authorised technical and contractual governance.

· Support commercial and operational control by aligning PPM plans to contracts, service levels, budgets, approved resources and supply-chain arrangements, highlighting unfunded or out-of-scope activity promptly.

· Oversee compliant completion and closure, ensuring engineer reports, test certificates, readings, photographs, asset updates, follow-on actions and customer evidence are complete and traceable.

· Improve regional planning performance by standardising ways of working, reducing repeat failures and overdue activity, strengthening data quality and making effective use of approved Mitie technology and reporting tools.

· Maintain confidentiality and handle colleague, customer, asset and commercial information in line with Mitie requirements for information security, data protection, retention and access control.

· Live Mitie's values by leading inclusively, collaborating as One Mitie, keeping commitments and going the extra mile to deliver safe, sustainable and exceptional outcomes.

Person Specification

Experience

· Relevant experience in planned preventive maintenance planning, maintenance scheduling or operational coordination within facilities management, engineering services or another complex multi-site service environment.

· Experience providing day-to-day supervision or leadership to a small team, including workload allocation, coaching, objective setting and performance management.

· Experience translating regional operational demand, asset registers, statutory requirements, contract obligations and maintenance frequencies into annual, monthly and weekly delivery plans.

· Experience managing PPM work from data validation and order generation through readiness, scheduling, delivery, evidence capture, follow-on action and compliant closure.

· Experience coordinating internal engineering teams, suppliers and subcontractors where access, permits, competent resource, materials and customer constraints must be aligned.

· Experience monitoring team and planning performance against KPIs, compliance measures, service levels, overdue work, backlog and data quality, and driving practical recovery through clear ownership and governance.

· Experience using CAFM, ERP, scheduling or reporting systems to maintain accurate work-order and asset records and produce management information.

· Experience within outsourced facilities management, customer contracts, planned maintenance or compliance-led service delivery is desirable.

Skills & Capabilities

· Confident and inclusive people leadership, with the ability to set clear expectations, allocate work fairly, coach colleagues, provide constructive feedback and address performance issues appropriately.

· Strong regional planning and coordination capability, able to convert maintenance demand, frequencies, dependencies and constraints into clear, credible and achievable PPM plans.

· Ability to interpret KPIs and management information, identify trends and translate insight into clear priorities, team actions and sustainable improvement.

· Sound understanding of PPM delivery interfaces, including asset data, statutory and contractual maintenance, sequencing, resource, materials, access, permits, technical evidence, defects and closure.

· Confident using Microsoft Excel and Microsoft 365, together with CAFM, ERP, scheduling or reporting systems; Power BI or equivalent reporting capability is desirable.

· High attention to detail and strong data-governance discipline, with the ability to maintain accurate, traceable and audit-ready records across the maintenance lifecycle.

· Able to communicate clearly with team members, operational, engineering, commercial, supply-chain and customer stakeholders, constructively challenge assumptions and secure action.

· Strong organisation, prioritisation and delivery focus, able to balance team capacity, recurring planning cycles, urgent compliance needs and a changing operational picture while protecting agreed commitments.

· Commercial awareness and the judgement to balance safety, compliance, asset reliability, operational continuity, customer outcomes, colleague wellbeing and cost.

·

A One Mitie mindset

collaborative, accountable and inclusive, with the integrity to present an honest view of team performance, delivery, compliance and risk and to follow through on commitments.

· Resilient, curious and improvement-focused, keeping our customers' business at the heart of decisions and going the extra mile to secure sustainable outcomes.

Qualifications

· A relevant qualification in engineering, facilities management, maintenance, operations management or demonstrable equivalent competence gained through relevant experience.

· Training or certification in maintenance planning, scheduling, asset management, continuous improvement, health and safety or contract management is desirable.

· Evidence of continuing professional development relevant to planning, engineering services, compliance or operational delivery is desirable.

Working within the Mitie values and behaviours

People Mitie is a people business. It's our people, and their drive to do their jobs to the best of their ability that makes us different.

Trustworthy -

We do what we say we will

How we behave…

· We treat all colleagues with respect

· We challenge people when they don't do the right thing

· We welcome advice from anyone that might improve what we do

· We are open and honest

· We think safety and always follow rules for safe working

Helpful -

We go out of our way to make a difference

How we behave…

· We work with each other to achieve the best for clients and for Mitie

· We share information to help colleagues succeed

· We build great relationships

· Our first response to requests will always be positive

· We look out for each other, never walking by unsafe actions or situations

Inspiring -

We help others to be the best they can be

How we behave…

· We support and encourage each other to develop

· We lead by example

· We set clear expectations

· We listen to and learn from others

· We learn from mistakes and incidents to prevent recurrence

Passion Take our people, add their passion, and you get something really special.

Spirited -

We give it everything we've got

How we behave…

· We do good things for each other, the environment and the community

· We appreciate diversity and encourage it

· We demonstrate team spirit

· We are committed to doing things better and setting new standards in all that we do

· We take pride in what we do and have fun doing it

· We celebrate success and say thank you

Fresh thinking We want our people to find inspiration from skill development and career progression, and enjoy respect and recognition for a job well done.

Pioneering -

We do things that excite and amaze

How we behave…

· We bring new ideas to the way we do things

· We are willing to try new things

· We encourage and support innovation

· We consider things from other peoples' points of view

· We embrace new thinking and technologies

· We build health & safety into everything we do

Health and Safety responsibilities

· Build health, safety and wellbeing requirements into every PPM plan, ensuring schedule pressure never displaces safe systems of work, statutory compliance, competence requirements or appropriate supervision.

· Confirm planning readiness before maintenance is released or scheduled, including suitable risk assessments and method statements, permits, isolations, access controls, asset information, competent resources, specialist support and customer or site approvals where required.

· Plan realistic durations, travel, shift patterns, welfare, inductions and breaks, and identify fatigue, lone-working, workload or competence risks that could make PPM delivery unsafe or unsustainable.

· Ensure materials, equipment and specialist services are planned with due regard to safe handling, storage, access, hazardous substances and site-specific restrictions, without substituting planning activity for competent technical assessment.

· Ensure the team records and escalates missing controls, unsafe assumptions, access failures, competence gaps, repeated abortive visits, overdue statutory maintenance and other safety-critical blockers promptly to the PPM Planning Manager and the appropriate operational, technical or QHSE lead.

· Ensure safety-related dependencies, deferrals and decisions remain visible in PPM plans, compliance reports, risk registers and governance packs, with clear owners, authority and target dates.

· Support learning from hazards, near misses, incidents, missed maintenance and asset failures by updating planning assumptions, frequencies, sequencing and controls through the appropriate authorised process.

· Lead by example by following Mitie's health and safety requirements, using display-screen equipment and home or office workspaces safely, taking appropriate breaks, never walking by an unsafe act or condition, and reporting hazards, near misses, incidents and concerns promptly.

Note

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.