Operations Administrator

Full-time, office-based role at Birmingham Airport

Monday-Friday working hours

Why Unifi Aviation UK?

We are renowned in the aviation industry for our high standards, and we passionately believe helping colleagues achieve a good work/life balance is key to their happiness in the workplace.

The ELC Co-ordinator is responsible for supporting the Station/General Manager by undertaking critical administration across all areas of the employee life cycle and ensuring smooth station operations.

Key Responsibilities

Recruitment
• Submit and track "Approval to Recruit" documentation, ensuring timely approvals and compliance with recruitment procedures.
• Schedule and coordinate employment interviews, supporting or representing the Station/General Manager when required.
• Update HR and Vetting teams with accurate details of new starters and ensure smooth onboarding.
• Manage and conduct security interviews, liaising with Vetting to address issues and maintain compliance.
• Assist employees with ADP enrolment, ensuring all new starters are fully set up in company systems.
• Act as the primary station point of contact for Vetting, addressing onsite issues and coordinating with the central team.

Employee and Management Support
• Assist with time and attendance processes for all station employees, including monitoring and validating timecard submissions to ensure payroll accuracy.
• Manage the rota schedule, ensuring appropriate staffing levels, and administer holiday requests to maintain operational coverage.
• Address payroll discrepancies in liaison with employees and the payroll department.
• Administer employee leave requests, ensuring compliance with company policies and proper documentation.
• Process and issue permits, including:
• * Airside vehicle permits.
• Car park passes.
• Tools of the trade permits.
• Oversee station inventory and procurement, managing orders for uniforms, stationery, and other operational supplies.
• Answer and resolve general telephone inquiries, ensuring timely and professional communication.
• Manage invoice administration through designated software systems, maintaining accurate records.
• Process and verify expense claims for employees not registered on People HR, ensuring timely reimbursements.
• Coordinate and book hotel, flight, and car arrangements for employees working offsite.
• Oversee maintenance and functionality of office resources, including water coolers, vending machines, and printers.
• Conduct return-to-work interviews, completing all required documentation, including self-certifications, doctors notes, and fit notes.
• Ensure timely updates to station communication channels, ensuring all notices and information are current and relevant.
• Support compliance with operational standards such as Air1, NCR, SOP/LOP adherence, and audit readiness.
• Provide ongoing support to the Station/General Manager for performance tracking and employee engagement initiatives.
• Assist in conducting or documenting investigations, disciplinary actions, and grievance processes, ensuring accuracy and confidentiality.

Offboarding
• Manage the offboarding process, ensuring:
• * Timely collection of passes, uniforms, and other company property.
• HR and Payroll are updated to avoid discrepancies.
• Maintain records of leavers for audit and compliance purposes.

Data Collation/Reporting
• Liaising with HR to provide the Station/General Manager with data relating to employee turnover, retention and absence data for weekly WPR.
• Liaising with the vetting team to provide the Station/General Manager with data relating to pass completion rates/outstanding passes and their current status for weekly WPR.
• Liaising with the finance team to provide the Station/General Manager with information in relation to revenue and general financial performance of the station.

Skills and Competencies Required
• Technical Proficiency: Advanced knowledge of O365, MS Office Word, and MS Office Excel. Ability to quickly learn new systems such as Vetting Gateway and PeopleHR.
• Organisational Skills: Ability to manage multiple tasks efficiently in a fast-paced environment.
• Interpersonal Skills: Excellent communication and relationship-building abilities to work effectively with employees and management.
• Confidentiality: Upholds the highest standards of discretion and professionalism.
• Problem-Solving: Proactively identifies and resolves issues using a flexible and adaptable approach.
• Teamwork: Collaborative mindset with the ability to support colleagues and the stations operations.
• Language Skills: Proficient in spoken and written English.

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