Training Admin Support Officer - Southampton UK

Training Admin Support Officer - UK (Maternity Cover)

JOB TITLE:                  Training Admin Support Officer

REPORTS TO:            Training Admin Support Manager

LOCATION:                  Southampton

Overview:  The Training Admin Support Officer will provide efficient, accurate and customer focused administrative services to the Airline Training and Academy administration and training teams.

Core duties will involve, but not be limited to:

  • Preparing and sending joining instructions to trainees with details of courses
  • Ensure all course material is prepared in advance and classrooms set up accordingly for the start of each course. Replenish classrooms and briefing rooms and ensure tidy at all times
  • Review classroom allocation and re-organise schedule if required
  • Enrol trainees and instructors onto in house systems and action any queries received
  • Update and publish reference documents and airline manuals
  • Process and issue Notices to Instructors on behalf of the Training Managers
  • Aerosim serial number ordering/issuing and Use Before Flight access
  • Maintaining and uploading Vimeo, linking through Centrik
  • Assisting with the collation and checking of Pre-course paperwork
  • Collating, preparing and publishing of Jeppesen; maintaining and managing briefing rooms and simulators
  • Preparing, issuing, monitoring and recording of PBN training for instructors, liaising with Rostering department
  • Filing and archiving control of training files in accordance with GDPR Retention Policy
  • Monitor/ordering of stationery
  • Timely processing of enquiries from instructors and customers
  • Assist the Training Admin Support Manager when required
  • Prepare and file training files for Instructor Led Refresher and ensure access levels on Centrik have been allocated
  • Ensure all CAA and EASA reference documentation is current
  • Document control of external training centres, i.e. Quadrant
  • Arrange external collection of paperwork
  • Scrutinise and process of completed Type Rating Training files
  • Create and issue Student and Course Completion Certificates
  • Provide Pilot referencing for ENAC, DEP and British Airways
  • Registration of new trainees for PadPilot e-learning materials and question bank
  • Creating purchase orders and processing purchase invoices
  • Creating sales orders using SAGE 200
  • Monitoring modular trainee flight log reports and reconciliation of payments received
  • Processing trainee licence applications
  • Coordinating applications for UK TIER 4, UK Short Term Study and NZ Student visas. Maintaining records once issued
  • Booking transitioning flights for trainees
  • Send out enrolment instructions for Distance Learning trainees and arrange iMRS access. Assign modules and workbooks and monitor progress
  • Liaise with the Chief Theoretical Knowledge Instructor (CTKI) to ensure all reservations, bookings and payments are made to the UK CAA for Airline Transport Pilot Licence (ATPL) Theoretical Knowledge examinations in a timely fashion
  • Logging and reporting trainee attendance. Collate attendance registers and ensure compliance with external regulatory auditors
  • Coordinate online CAA e-exam student registrations via TASMAN in a timely manner
  • Preparation of paperwork for ground school exit interviews
  • Publish mock exam schedules and materials as agreed with the Training Manager. Recording results within 24 hours of exam.

Qualification and educational requirements:

  • Educated to GCSE Level A-C (or equivalent) including English and Maths

Essential skills and experience:

  • Significant administrative experience in a fast paced environment
  • High level of customer focus
  • Accurate and detail focused, with high levels of time management and organisational skills
  • Proficient within various IT packages in particular Publishing and various MS Office (Word, PowerPoint and Excel)
  • Flexibility and ability to work well as part of a dynamic team
  • Proactive approach with the ability to react quickly to unplanned scenarios
  • Meticulous working practices with high attention to detail
  • Self-motivated and able to use own initiative
  • Polite and friendly telephone manner
  • International outlook, ability to deal comfortably with various cultures is preferred

Hours: 37 hours per week, Monday to Friday.

Additional information: Applications will only be accepted from individuals who possess the eligibility to live and work within the United Kingdom.

Note: This Job Description is not intended to be all inclusive. It is designed to indicate the general nature and level of work performed by employees within this job title. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the role.  The employee may perform other related duties as required to meet the ongoing needs of the organisation.


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Application deadline: Jul 01 2019






Airline Academy
Job Type
Admin Support
Southampton, UK
Start date(s)
June, 06.02.2019
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