The Management System Coordinator is responsible to the Director of Safety & Compliance for coordinating and administering tasks related to the safety management and compliance monitoring systems within the Safety and Compliance Department. The role provides essential administrative support and supports the promotion of the companys Management System.
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The main duties and responsibilities of the role are:
Update and maintain the training records database held by the Safety and Compliance Department. Collect and analyse feedback from attendees of training courses organised and delivered by the Department.
Schedule and coordinate management system-related training courses. Ensure the availability of trainers and manage any scheduling conflicts.
Provide administrative support to departmental colleagues. Assist the department management in the coordinating departmental meetings and activities.
Develop, maintain and administer onboarding and offboarding processes related to the management system for new starters and leavers.
Administer user permissions and roles for the Management System software
Develop, coordinate and edit the Safety Newsletter. Support departmental colleagues with the development of promotional materials and activities.
Work with departmental pilots and rostering department to coordinate rosters to facilitate office attendance
Organising and taking meeting minutes of internal safety-related meetings including Safety Action Group and Safety Review Board meetings, as well as departmental meetings
Support document control processes within the department
Maintain the Safety email inbox and the electronic folder structure for the department
Implement and maintain administrative procedures with the department
Assist department management with the coordination and preparation of internal meetings
Any other task as directed by department management
Requirements:
A minimum of three years experience in an executive assistant or senior administration role ideally in an aviation environment
Proven track record in handling high-level administrative tasks
Experience with calendar and email management systems
Proficiency in Microsoft Office Suite and Office 365 applications
Excellent organisational skills with strong attention to detail and accuracy
Strong written and verbal communication skills with ability to interact assertively and effectively with colleagues, senior leadership and external partners
Ability to work independently while also being a collaborative team player
Proven ability to liaise with internal and external stakeholders, including senior leadership
Proficiency in developing and documenting procedures to ensure consistent and efficient ways of working
Strong problem-solving skills and adaptability
Excellent time management skills with the ability to prioritise tasks, meet deadlines, and manage multiple projects simultaneously in a fast-paced environment
The position is permanent, full time and the hours of work will be Monday-Friday 9:00am to 5:30pm, however a degree of flexibility will be expected due to the nature of the job.
This role is based in our Head Office at London Stansted.
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