Job Description
- Overview and Objectives of the Position:
Own the end-to-end progress, compliance, and coordination of trainees and Flight Instructors (FIs) within UK CAA–regulated programs. This role ensures logbook integrity, syllabus adherence, timely scheduling of Progress Tests/AOCs, accurate regulatory submissions, and clean off-boarding so trainees move through each phase on time, on budget, and in full compliance with UK CAA/EASA Part-FCL standards.
- Key Relationships:
- CEO & Executive Leadership Team
- Country Managers/Regional Directors (UK, India, Australia)
- Commercial Director (US)
- FAA Chief Flight Instructor
- UK Chief Flight Instructor
- Head of Human Resources
- Regulatory bodies (e.g., FAA, EASA, UK CAA, Fair Work Commission)
- Key Responsibilities and Accountabilities:
Progress, Records & Syllabus Compliance
- Ensure trainee logbooks are checked regularly for accuracy and completeness; ensure the off-boarding process is fully completed before trainees depart Vero Beach
- Conduct end-of-phase administrative checks to validate achievement of syllabus minimums; flag and resolve gaps.
- Identify syllabus shortfalls and coordinate with Training and Scheduling to add or reduce training as appropriate.
- Update trainee progress records at least twice per week and maintain an auditable trail in FlightLogger.
- Monitor and record all additional training; notify the CFI/DCFI when additional training exceeds 5.0 hours.
Scheduling & Flow Management
- Liaise with Scheduling to ensure Progress Tests (CPL) and FI AOCs are timely and correctly sequenced.
- Assign and monitor trainee–FI allocations to balance workload and maintain continuity of instruction.
- Schedule and monitor ground school progress, trigger interventions for slippage.
- Monitor & schedule Flight Performance Reviews as needed.
- Attend weekly trainee course update meetings and drive actions to closure.
Regulatory Submissions & Currency
- Manage Third Country Verification applications for FI candidates.
- Prepare and submit FI applications for FCL.900(c) course graduates as soon as practicable after course completion.
- Track FI qualifications and expiry dates; provide 60-day advance notifications to CFI/DCFI and affected staff.
Stakeholder, Vendor & Trainee Coordination
- Liaise with Admin to ensure all trainee departures (off-boarding) are correctly managed; ensure all Vero Beach items are closed prior to departure.
- Coordinate with external contractors for transport, accommodation (via Admin), training space bookings, trainee notifications, and roster adjustments.
- Serve as a trainee point-of-contact for training matters; escalate issues promptly and professionally.
Systems & Reporting
- Maintain FlightLogger as the single source of truth for trainee/FI data, progress entries, and scheduling notes.
- Maintain, monitor and when required, add data to company flight training management tools such as FlightLogger, SharePoint etc.
- Produce weekly dashboards (progress vs. plan, additional training hours, upcoming expiries, scheduled PTs/AOCs, ground school status).
- Prepare materials for internal audits and support external oversight as required.