Job category: Admin, Office Support and Services
Location: Bedfordview
Contract: Permanent
Remuneration: Market Related
EE position: No
IntroductionTo ensure that ATS personnel is licenced in compliance with relevant regulations and directives. To process all license applications (new and renewals) and submit to the SACAA (SA Civil Aviation Authority) for endorsement. To process ATS personnel medical account payments. To ensure that all monthly licensing and medical invoices are paid in time to avoid penalties to ATNS for late payments. To oversee procurement requisitions and ensure that monthly contract payments are made timeously. To establish and maintain an effective and secure e-filing and document management system for the fast retrieval of required data and information. To ensure efficient use of office technology, and effective functioning of all equipment on an ongoing basis.
ResponsibilitiesLicensing of ATS personnel - Create, track, update and maintain a database for all ATS personnel licenses and monitor compliance. Create, track, update and maintain a database for all ATS class 3 medicals and monitor compliance. Create, track, update and maintain a database for all ELP and monitor compliance. Conceptualize and maintain a system that ensures that Line Management and all licensed ATS personnel are notified of their annual currency and proficiency renewal date within the specified timelines. Conceptualize and maintain a system that ensures that Line Management and all licensed ATS personnel are notified of their class 3 medical renewal date within the specified timelines. Conceptualize and maintain a system that ensures that Line Management and all licensed ATS personnel are notified of their ELP renewal date within the specified timelines. Assist with medical assessment appointment bookings for licensed ATS personnel and communicate such confirmations with the licensed personnel. Ensure that all applications/relevant paperwork is accurately completed prior to processing for SACAA consideration. Process and submit all regional/unit/pool license applications to the SACAA for approval. Process and submit all ATA license applications to the SACAA for approval. Track submitted license applications against the relevant expiry date (AC/AP/Medical/ELP) to ensure ATS personnel does not operate illegally. Coordinate with RUS to ensure only licensed personnel are rostered for operational duty, where ATS personnel are not legal to operate, inform RUS and Line Management. Monitor compliance of all ATS staff with relevant licensing regulations and directives. Act as custodian for the relevant Quality procedure for ATS licensing. Coordinate and travel to the SACAA when required to submit/collect ATS licenses, certificates and any other pertinent documents.
Processing of ATS personnel medical account payments - Process and manage purchase orders for all medical accounts and monitor compliance. Create, track and monitor a system that ensures all invoices from the relevant suppliers/services providers/doctors are processed within the appropriate payment dates. Compile and submit monthly medical expenses ensuring adherence to finance procedures and timelines.
Stakeholder Relations Management - Develop and maintain sound working relationships with key relevant internal and external stakeholders. Liaise and interface with relevant internal and external stakeholders such as suppliers, clients, representatives from regulatory authorities, internal support departments, and staff as required, conveying information accurately and competently whilst maintaining the required level of confidentiality and discretion. Maintain effective communication channels at all times to keep the Manager Operations Planning, Training and Support informed of important issues whether in the office or travelling.
Quality Management - Act as custodian for the relevant ATNS Quality Procedure on the processing of payment on medical accounts as part of ATS licensing. Monitor and ensure that Continuous Improvement Reports (CIRs) are continuously followed up on.
People Management - Supervise the license administrator employees in accordance with HC policies and processes. Ensure that new employees have been properly on-boarded and trained prior to commencing work. Monitor the time and attendance of subordinates, take appropriate action in the case of absenteeism, and report to the Manager Operations Planning, Training and Support and Human Capital. Participate in the conclusion of performance management contract(s) and monitor performance.
Minimum Requirements1-year Diploma in Business Administration is an advantageAt least 3 years' experience in an administrative roleExperience in ATS will be an advantageKnowledge of MS WordKnowledge of MS Excel
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