Admin & Production Assistant

Salary: Up to £22,600

Contract Type: Full Time Permanent

Security Level:SC

Visa Restrictions: This position does not currently offer visa sponsorship.

Location: RAF Northolt, Ruislip. Expected office attendance at least 2 days per week, to include a Wednesday.

We are the UK’s aviation and aerospace regulator and recognised as a world leader in its field. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

The Role

The UK Airprox Board (UKAB) comprises a panel of up to 30 highly experienced aviation experts who assemble monthly to assess aviation near-mid-air incidents. The sole aim of the UKAB is to augment air safety for all through the evaluation of Airprox incidents. This role is key to that output: the Administration team enables the timely recording, processing, production, and distribution of all documents whilst ensuring that all stakeholders are identified and engaged in the process. In addition, you will have data management and processing responsibilities and will support the Director in the extraction and manipulation of safety data.

Key accountabilities:

• Provide comprehensive administrative support to internal and external stakeholders.
• Set up Airprox and track lifecycle progress using various management tools.
• Liaise with external support agencies to ensure timely provision of information to stakeholders conducting investigations.
• Initiate the tracking and tracing of aircraft, including initial contact and continued maintenance of relationships with all those involved in Airprox.
• Extract and (where relevant) manipulate and present data from associated systems including Military and CAA databases.
• Proof-reading and correction of Airprox reports, monthly articles, Director’s reports, and documentation to an appropriate standard for publication.
• Maintain, add content, and assist in developing the UKAB website under guidance from UKAB Director/Office Manager and UK CAA website team.
• Collate, compile, and distribute all information associated with the UKAB Board process.
• Fulfilment of all duties relating to the management of Board meetings including ordering of refreshments, booking and management of Board room facilities and manage accommodation requests for internal and external stakeholders.
• Direct liaison with CAA Corporate Communications.
• Provide training to colleagues as required.
• Support the UKAB in the maintenance and the continued improvement of UKAB processes and procedures.
• Any other duties as allocated by the UKAB Office Manager.

About You

The role is high volume and requires superb attention to detail as well as the agility and flexibility to react and respond to requests and queries over the full lifecycle of concurrent Airprox.

Essential Criteria:

• Good written and oral English communication skills essential; ability to communicate with external bodies and the public is essential; good telephone manner; excellent standard of numeracy and literacy.
• Able to operate harmoniously and efficiently within a small team.
• Dependable, reliable, motivated to ensure the operational output of the UKAB is met.
• Confidently work with moving and tight deadlines.
• Able to navigate changing priorities, and comfortable to challenge existing processes and procedures to contribute to continuous improvement .
• Able to demonstrate flexibility and adaptability driven by circumstance and workload variances.
• Confidently able to act with tact and diplomacy, especially when liaising with members of the public over often confidential, complex, and sensitive issues.
• Good practical knowledge of MS office applications and web-based working (such as SharePoint).

Desirable Criteria

• Website management experience and data visualisation programmes (specifically Power BI) .
• Regulatory, Aviation, Aerospace knowledge or experience

Additional Security Information: For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles, the post holders must undergo National Security Vetting and achieve the appropriate level of clearance. If you do not meet these requirements, we may not be able to accept your application.

SC – To be vetted we will usually expect a reasonable period of residency in the UK so that meaningful checks can be undertaken. For this role this will need to be 5 years. For more information on SC clearance please visit – Vetting explained – GOV.UK (www.gov.uk)

Inclusive Recruitment: We are passionate about diversity and ensuring all are included at the CAA. We are an equal opportunity employer and actively encourage applications from candidates of all backgrounds. As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview. We use fair and inclusive selection approaches to hire the best person for the job based on merit alone. If you require an adjustment for any reason, please let us know.

Use of Artificial Intelligence by candidates in the CAA recruitment process: We recognise that many of our candidates find Artificial Intelligence to be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be rejected on that basis.

Working With Us: We are on a journey towards being increasingly adaptable, where our colleagues collaborate as part of cross-functional teams. This approach ensures we never stop learning together. It also means that you may become involved in activities that take you out of your day-to-day role, providing you with opportunities to develop and grow your career with us.

We have embraced hybrid working and offer flexible working patterns, being open to having a conversation about what works for you. We know where and when we work is important in achieving a work-life balance. We offer a range of excellent benefits such as flexible working arrangements, free onsite gym at Gatwick, discounted gym membership for London, 28 days annual leave, additional 5 days leave purchase scheme, a generous pension scheme and much more!

Our Values: Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here

Closing Date: 04 February 2026

Interview Date: WC 16 February 2026, via MS Teams

The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

No recruitment agencies please.

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