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Compliance & Records Administrator
Compliance & Records Administrator
Location: Office based at McNee Road, Prestwick, Glasgow Prestwick Airport, KA9 2PH. Occasionally tasks may require attendance at Ayrshire College Ayr campus.
Reports to: Training Manager
Role
To provide high-quality efficient and effective administrative support and records administration in a UKCAA (Civil Aviation Authority) Part 147 Approved Aircraft Maintenance Training organisation.
This role includes:
• Meticulous record keeping of staff and student records from enquiry to qualification and the secure administration of training notes and examinations.
• Supporting the development, implementation, and maintenance of effective administration procedures and systems
• Regulatory Compliance: Support the organisation’s UKCAA approved Form 4 holders to maintain change records of the Maintenance Training Organisation Exposition (MTOE) and ensure all administrative processes remain "audit-ready" for internal use and for internal and external audits.
• Student & Apprentice Records: Maintain a database of student information, including attendance logs, training records and examination history ensuring data is retained for the mandatory regulatory period.
• Certification: Coordinate the issuance of Certificates of Recognition (CofR) for successful module completions, ensuring 100% accuracy in student data and module details.
• Reporting: Compiling weekly, monthly and quarterly management reports
• Staff Records: Support the Training Manager to maintain mandatory competency and training documentation for all staff ensuring qualifications, authorisations, and "recency" of experience are documented.
• Supporting staff and students who are located in a classroom and hangar environment.
• Administrative activity to support daily operations.
Essential Skills:
• Excellent communication and interpersonal skills, both oral and written, are required to achieve effective working relationships with regulatory bodies, staff, students, customers, stakeholders and external contacts.
• Competent and confident in the use of the Microsoft 365 suite – including Excel, Word, PowerPoint, Outlook, Teams, SharePoint.
• Exceptional attention to detail, specifically in document control and data entry.
• A disciplined approach to handling confidential examination materials and sensitive personal data (GDPR).
• Professionalism in communicating with customers, suppliers, regulatory bodies, stakeholders.
Desirable Experience:
• Previous experience in an aerospace compliance support role environment.
• Demonstrable evidence of delivering high quality work on time and to tight timescales.
• Experience of providing administrative support within a compliance focused environment.
Duties and responsibilities overview:
• Provide high-quality record keeping and administrative assistance to the Training Manager and Management Team, including diary management and reporting.
• Provide a first point of contact service for all enquiries by phone, in person and through website enquiries.
• Support the Management Team to schedule and support meetings with internal and external stakeholders. Highlighting and monitoring follow-up actions.
• Develop and maintain effective administration procedures to underpin efficient performance.
• Support the maintenance of databases and record systems to produce reports and statistical information.
• Support the implementation of policies, procedures and regulations specific reference to quality enhancement, health and safety, management of risk, equality and diversity and staff performance.
• Ensuring adherence to stringent compliance requirements per Civil Aviation Authority regulations.
• Any other duties as required by the SAI Management Team.
Knowledge, Skills & Experience:
Education;
• Educated to SVQ 3 or equivalent qualification or experience.
• Evidence of continuous professional development.
Skills and Competencies:
• Excellent administration skills and the ability to produce high quality work.
• Exceptional attention to detail, specifically in document control and record management.
• The ability to plan and prioritise a range of work activities, involving personal and confidential information, meet deadlines and work to tight timescales.
• Ability to analyse and present data and information in final format with minimal supervision.
• Self starter - ability to work with minimal supervision.
• Adaptable and flexible and able to respond to unexpected enquiries appropriately or to refer to other staff as required.
• Maintain confidentiality at all times and support the management of sensitive issues appropriately.
Main Job Challenges:
• Ensuring adherence to stringent compliance requirements per Civil Aviation Authority regulations.
The information you provide will be treated as confidential and will be used to administer your application but will not be used as part of the Shortlisting process. Data will be processed securely and will be retained in accordance with the SAI Aerospace LTD’s retention schedule.
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The information you provide will be treated as confidential and will be used to administer your application but will not be used as part of the Shortlisting process. Data will be processed securely and will be retained in accordance with the SAI Aerospace LTD’s retention schedule.
