23p-45 Operations Resource Allocator

**Organisation Position and Purpose***

As Operations Resource Allocator, you will report directly to the Operations Resource Scheduler within the Capability Directorate - Estate Management Services (EMS). You will be responsible for supporting the Resource Scheduler in delivery of all maintenance operations and assist in the delivery and monitoring of site wide planned maintenance to ensure statutory and mandatory compliance is achieved, and reactive works are carried out within their priority timescales. Collaboration with the site engineering teams is essential to ensure timely completion of maintenance. Responsible for scheduling the medium
- and short-term maintenance and allocating reactive works according to priority.

The role is integral to maintaining the functionality of the Computerised Maintenance Management system (CMMS) to support of the Resource Scheduler as well as the Engineering Supervisors/ Technicians including the generation and review of reports.

**Main duties and responsibility**

The Resource Allocator will be responsible for the allocation of reactive and planned works via the CMMS directly to the Technicians and then monitor the progress through to completion. This role is key to maintaining departmental efficiency. Attendance at meetings to support maintenance planning processes will be integral to the role. Assistance with the submission and review of Key Performance Indicators (KPI’s) also forms an important element of the role.
- Work to ensure all maintenance activities are allocated to the Technical Team daily in conjunction with the EMS Supervisors, Operations Resource Scheduler and Reactive Maintenance Manager.
- Accountable for service delivery ensuring all resources are efficiently and effectively organised daily and in line with KPI’s for the Reactive and Planned elements of the business.
- Responsible for the generation of reports that monitor and maintain high performance.
- Ensure compliance is followed throughout the area of responsibility by the adoption of Pirbright’s Policies and Procedures.
- Maintain and distribute the appropriate checklists and forms to enable Technicians to carry out maintenance tasks and collate and file these appropriately following completion of tasks.
- To participate in meetings to discuss scheduling requirements and plan outputs in conjunction with Supervisors, Specialist Equipment Owners and the Senior Engineering team.
- To produce high quality reports at the required times with particular emphasis on priority coding and statutory and mandatory work. Continuous performance monitoring and reporting is required throughout the reporting periods.
- Attendance at meetings at the line manager’s discretion to ensure continuity, control of work, and to mitigate failure.
- To liaise with all members of the Engineering Teams as required in relation to control of remedial work and maintenance activities.
- To deputise for the Operations Resource Scheduler as required and take responsibility for areas of control during sickness or absence.
- Work in partnership with EMS colleagues and Institute leaders / managers and to advise/update on work accordingly.
- Effectively and professionally engage with Institute employees, third party contractors and suppliers.
- Responsible for the ordering of parts, spares, tools and supplies for the Engineering Team and to help identify areas for improvement and cost-saving.

Working Pattern - Full time, 37 hours per week

This job description is only an outline of the tasks, responsibilities and outcomes required of the role. The jobholder will perform any other duties as may be reasonably required by his/her line manager. The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of The Pirbright Institute.

All employees shall actively participate in the Institute-wide quality assurance system in conjunction with the Institute’s Quality Manager. _Employees are also expected to safeguard their own health and safety and security by following policies and all e_mployees are responsible for the Health and Safety and security of staff under their management.

**Personal specification**

The individual will be flexible and reliable under pressure with good decision making and problem-solving skills. Attention to detail and accuracy are important skills. As a team member there is a requirement for collaborative and supporting behaviours to enhance the working environment and to ensure other colleagues are supported in delivery of the service.

**Specific requirements**

**Essential**
- Excellent interpersonal skills and ability communicate effectively at all levels
- Have a flexible and positive response to changes to plans and programmes
- An ability to work closely with your fellow supervisors and the management team to the benefit of the Pirbright Institute
- Experience working in a similar role within maintenance or facilities with a proven t