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. **#UAA3