Station Administrator/Planner - Luton Airport

Swissport; Luton; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading airport services company is seeking a Station Administrator/Planner in Luton. This role includes managing rosters efficiently, overseeing various administrative tasks, and ensuring compliance with operational requirements. The ideal candidate will have exceptional planning skills and the ability to foster relationships with stakeholders. Experience in ground handling operations is required.

Qualifications

• Experience in managing, monitoring and evaluating planning efficiency.
• Ability to follow processes and procedures with a flexible approach.
• Strong analytical and problem-solving skills.

Responsibilities

• Manage and maintain customer Airline schedules.
• Design and build all rosters at Station level.
• Support in establishing station staffing levels.

Skills

Planning efficiency

Dynamic planning and rostering

Strong people skills

Organisational skills

Analytical skills

Microsoft IT skills

Education

Minimum of 1 year in a similar role

3 years in ground handling operations

Tools

O365 Sharepoint

MS Office Word

MS Office Excel

Taleo

Inform GS Suite

Job description

Reporting to the Station Manager and Regional Planning Manager, the Station Administrator/Planner will be primarily responsible for efficient and effective local administrative support, all roster design, implementation and management at Station level.

Fundamentally, the key aspects of this role are to ensure rosters are built in an efficient way, in-line or improving on budget / re-forecasted expectations while maintaining key stakeholder engagement and meeting business demand.

Responsibilities

• Managing security interview
• Issuing job offers and employee contracts of employment
• Attending inductions to biometrically enroll new employee(s) on their first day within the business and to explain referencing and DBS check process.
• Assisting employee(s) with ADP enrollment
• Processing of all temporary, full and renewal airport ID passes (including referencing and Gateway system)
• Processing and issuing car park pass applications
• Maintaining employee(s) paper and electronic personnel files in line with GDPR
• Processing and issuing airside vehicle permits
• Processing and issuing tools of the trade permits
• Preparing minutes of meetings
• Managing station stationary requirements in line with budget
• Ordering of uniforms in line with budget
• Processing eye care vouchers
• Answering general telephone enquiries
• Managing invoice administration through appropriate software system
• Processing post
• Notifying shared Service Centre of all new starters
• Notifying Shared Service Centre of all leavers
• Managing and reconciliation of petty cash budget
• Processing expense claims for employees not registered on WebExpenses
• Processing hotel, flight and car bookings for employees not registered on Egencia
• Managing of water coolers and printers
• Processing manual payroll amendments that cannot be processed through Kronos
• Processing all forms in relation to self-certification, doctors certification, fit notes, pension opt out, trade union subscription cancellation and trade union release
• Manage and maintain all customer Airline schedules
• Design, build and maintain all rosters at Station level
• Ensure all employees meet contractual hours and Working Time Directive is adhered to
• Build all rosters in line with Operational budgets / re-forecasts
• Maintain and check rosters using CW Rostering and GS Planning
• Manage Overtime as required
• Update any schedule changes and amend rosters accordingly
• Issue all Station rosters in a timely manner
• Support in establishing station staffing levels to meet contractual, safety and quality requirements.
• Design and manage staff training plans as and when required
• Maintain T&A with employee schedules, pay codes and annual leave
• Manage annual leave entitlements and allocation
• Supply Operational management with roster coverage
• Identify any Operational risks and raise to Senior Management
• FSC management and support as and when required
• Provide feedback to Regional Planning Managers about roster coverage and potential improvements, standard changes or any other issues

Qualifications

KEY PERFORMANCE INDICATORS

• Development, issuance and monitoring of planning and rostering content to meet operational demand in an efficient and cost effective manner.

Essential Skills

• Demonstrable experience in managing, monitoring and evaluating planning efficiency.
• Solid demonstratable experience of dynamic planning and rostering in a demanding, fast paced, heavily regulated environment that focuses on service delivery.
• Strong people skills and an ability to forge excellent working relationships with a wide range of internal stakeholders.
• Well-developed organisational, decision making and analytical skills.
• Ability to use metrics to demonstrate Return on Investment (ROI) / Return on Equity (ROE)
• Proficient in Microsoft / IT skills

Qualifications And Competencies

• Proficient in O365 Sharepoint, MS Office Word, MS Office Excel and Taleo
• Good interpersonal skills
• Ability to follow process and procedures and apply flexible approach when required
• Ability to work as a team in a fast-paced environment
• Ability to speak and understand English language
• Minimum of 1 years’ experience in a similar role or minimum of 3 years’ experience in ground handling operations.
• Intermediate proficiency with Microsoft Office
• Experience with Inform GS Suite is a strong advantage
• Experience of working in a performance management culture driven by KPIs.
• Ability to manage multiple simultaneous projects requiring frequent communication, organization, time management and problem-solving skills.
• Excellent written and verbal English communication skills; clearly able to articulate position with clarity at all levels.
• Results oriented with strong analytical and problem-solving skills.
• Ability to constructively challenge the status quo and manage change.
• Self-starter with a high degree of motivation and pro-activeness.

The list is not exhaustive and is not intended to restrict the scope of the job but clearly define a starting point and may vary depending on location and local customer requirements.