Department: Flight Operations

Reports to: Director of Flight Operations

Role Type: Administrative – full-time, indefinite contract

Location: Malta

Salary: Industry Standard Salary

Role Purpose

The Flight Operations Administration Officer provides the administrative backbone of the flight operations department. The role exists to ensure crew records, operational documentation, departmental data and routine departmental processes are accurate, current and auditable, so that the department can demonstrate compliance at any time without preparation.

Organisational Context

• Reports to the Director of Flight Operations.
• No direct reports.
• Key internal relationships: Director of Flight Operations Flight Operations Manager, Pilot Manager, Cabin Operations Manager, Head of Training, Deputy Head of Training, Fleet Technical and Publications Officer, Crew Planning, Compliance Monitoring, HR, Finance.
• Key external relationships: training providers, software and data suppliers, and the competent authority for routine correspondence and submissions.
• Budgetary responsibility: none; raises purchase requisitions and processes invoices within the department’s approved budget.
• Decision-making authority: administers established processes and escalates exceptions. Has authority to withhold a record from filing where it is incomplete, and to escalate a currency expiry directly to the relevant manager.

Key Responsibilities

Crew Records and Regulatory Currency

• Maintain crew personnel and qualification records so that licences, medicals, ratings, attestations, recency and training validity are accurately recorded and retrievable.
• Operate the expiry tracking and alerting process, and escalate approaching expiries to the Pilot Manager, Cabin Operations Manager, Deputy Head of Training or Head of Training in good time.
• Maintain records to the retention periods required by EASA Regulation
• Process crew record data in accordance with Regulation (EU) 2016/679 (GDPR) and the Data Protection Act, applying data minimisation and access control.

Documentation and Manual Administration

• Issue operational notices and crew communications on behalf of the department and track read-and-understood confirmations.
• Maintain the departmental document register and ensure superseded material is withdrawn from circulation.
• Assist with building and updating training material in conjunction with the SME.

Operational and Post-Flight Administration

• Collate, check and file post-flight documentation, including journey logs and associated operational paperwork.
• Identify missing, incomplete or inconsistent operational records and pursue them to resolution.
• Support the administration of flight time and duty records for reporting purposes.

Meeting, Reporting and Committee Support

• Organise departmental and cross-departmental meetings, prepare packs, and produce accurate minutes and action logs.
• Track departmental actions to closure and report on overdue items.
• Compile routine departmental reports and management information from operational systems.

Audit and Compliance Support

• Prepare records and evidence for internal and external audits and authority inspections.
• Support the closure of audit findings by gathering evidence and tracking corrective action progress.
• Maintain the departmental filing structure so that evidence can be produced on request without a search.

Procurement, Invoicing and Departmental Administration

• Raise purchase requisitions, check and code invoices, and liaise with Finance on departmental spend.
• Administer crew travel, accommodation and training bookings.
• Manage departmental stationery, subscriptions, licences and access arrangements.

Systems and Data Integrity

• Maintain accurate data in the crew management, training records and document management systems.
• Run routine data quality checks and correct or escalate discrepancies.
• Support user administration, access requests and system testing for departmental applications.

Key Performance Indicators and Success Measures

• No crew unavailability caused by an unnoticed licence, medical, rating or training expiry.
• Audit and inspection evidence produced within the requested timescale, with no findings attributable to record-keeping.
• Post-flight documentation reconciled and filed within the agreed period after each flight.
• Meeting minutes and action logs issued within the agreed period after each meeting.
• Departmental invoices processed within payment terms and correctly coded.
• Data quality checks completed on schedule with discrepancies resolved.

Qualifications, Experience and Attributes

Regulatory Prerequisites

• No licensing or medical prerequisite attaches to this role.
• Right to work in Malta
• Airport identification card and the associated background check where airside access is required Qualifications and Experience

Essential

• Administrative experience in a regulated, records-driven environment.
• Knowledge of Airline Operations.
• Demonstrable accuracy and attention to detail in record-keeping.
• Competent user of standard office software, including spreadsheets at a working level.
• Clear written and spoken English.
• Understanding of confidentiality and of handling personal data appropriately.

Desirable

• Experience in aviation, and familiarity with flight operations terminology.
• Experience of crew management, training records or document management systems.
• Experience of supporting audits or a compliance monitoring function.
• Post-secondary qualification in business administration or a related field.

Skills and Competencies

Essential

• Methodical, with the discipline to follow a process consistently.
• Able to prioritise competing routine and urgent demands.
• Comfortable chasing colleagues, including senior colleagues, for outstanding items.
• Able to spot an anomaly in a data set rather than processing it unchecked.
• Clear and professional in written communication.

Desirable

• Data handling and reporting beyond basic spreadsheet use.
• Minute-taking in a technical or regulatory setting.
• Process improvement or automation of routine administrative tasks.

Behavioural Attributes

• Reliable and consistent – the department can assume the routine has been done.
• Discreet with personal and commercially sensitive information.
• Willing to raise a concern about an incomplete or incorrect record rather than pass it on.
• Cooperative and service-minded towards crew and colleagues.
• Organised and calm when the operation is disrupted.

Working Conditions and Requirements

• Malta-based, office-based, standard full-time hours
• Occasional out-of-hours support during disruption, audits or manual amendment deadlines.
• General working time provisions under the Organisation of Working Time Regulations (S.L. 452.87) apply to this role, as it is not a mobile staff post in civil aviation.
• General duty of care obligations apply under the Occupational Health and Safety Authority Act, Cap. 424, and its subsidiary legislation.
• Display screen equipment assessment applies

Development and Progression

• Typical entry route: administrative or coordination role in aviation, logistics or another regulated sector.
• Onward paths: Compliance monitoring support, or a training administration role.
• Development focus in role: regulatory literacy, systems and data capability, and audit and evidence practice.
• The role is a recognised entry point into flight operations and should be supported with a structured development plan.