Document Control Officer

Job Description

TUI Business: [[filter5]] Band: 5 Pay Band Tariff: Not Applicable Location(s):

United Kingdom | Luton | LU2 9TN | Wigmore House
Hannover, DE, 30159
Rijswijk, NL, 2284 DH
Zaventem, BE, 1930
Stockholm -Arlanda, SE, 190 45

Type of contract: Permanent

TUI Airline Flight Operations is to be the single service provider to TUI AOC’s for all operating policies, documentation, performance tools and flight operations support. We will develop and improve compliant and consistent operating policies and procedures for flight and cabin crew and ensure that all other operating manuals documentation are consistent and included in the document management system. The team will also drive best practice in fuel and environment management in order to deliver the TUI Group Sustainable Development objectives including digitalization.

The main purpose of TUI Airline Document Officer is to establish and ensure the manuals for all TUI Flight operational manuals and supporting documentation is available in accordance with AOC requirements. This includes the editing, update, control and verification of documents on the TUI Airline EFB, Cabin iPads. Majority of the publication is in digital.

Being part of a team consisting of the Subject Matter Experts and Flight Operations Manuals Manager, the Document Officer.

This role can be based in Luton, Hanover, Stockholm, or Brussels and offers flexible virtual working arrangements

ABOUT THE ROLE

As Document Officer you play a crucial role within an EASA airline group, responsible for managing and editing documents using a document management system in XML format. The primary function of this role is to ensure that all manuals and documents adhere to established standards, meet regulatory requirements, and are effectively communicated to the compliance department. Furthermore the key responsibilities are:

• Document Management: Handle the organization, categorization, and storage of manuals and documents in the XML-based document management system. Ensure all documents are easily accessible and properly labelled;

• Editing and Formatting: Edit and proofread manuals and documents to ensure accuracy, clarity, and compliance with the airline’s style guide and regulatory guidelines. Correct grammatical errors, rephrase complex sentences, and verify the consistency of information;

• XML Authoring: Possess a strong understanding of XML and the ability to author, modify, and format documents using XML tags;

• Ensure proper structuring, tagging, and linking of content to facilitate efficient information retrieval;

• Regulatory Compliance: Collaborate with the compliance department to ensure that all manuals and documents comply with the regulations set forth by EASA and IOSA. Address any compliance-related queries or concerns promptly;

• Content Review: Conduct regular reviews of manuals and documents to identify outdated information, inconsistencies, or gaps in content. Collaborate with subject matter experts to update and enhance content as needed;

• Digital Publishing: Utilize digital publishing tools and platforms to convert edited manuals and documents into various digital formats, including PDF, HTML, and EPUB. Ensure that the digital versions are user-friendly and accessible;

• Collaboration and Communication: Act as a liaison between the manual and document editing team and the compliance department. Communicate effectively with both internal stakeholders and external regulatory authorities to resolve queries, address concerns, and ensure compliance. More in detail:

• Enable publication of all documents related to the Flight Operations manuals revision cycle (eg OM A-B-C-D, SEP and EFB Manual);

• Secure all processes required for on time delivery of manuals both electronically and in paper format for the aircraft fleet for on-time delivery to the local AOC Document control service;

• interact with subcontractor for the delivery of on board aircraft documents (as required);

• support the local NP’s in all matters regarding Flight Operations documentation

• interact with local NP’s to make sure that the service for documents is the most efficient service in line with the requirements of the NP’s.;

• interact with local NP’s and the training department to make sure that the service for manuals of the simulators and in training locations is the most efficie requirements of the NP’s and the Tui Airline training department.

• Your goal is also to minimize differences between the 5 AOCs and enable the most cost-efficient document control procedures across the TUI AOC’s;

• As a team member in TUI Airline Flight Operations, the TUI Airline Document Officer will support delivery of the TUI Airline Flight Operations Procedures vision of a harmonized set of operating manuals for all TUI AOC’s, and to build effective processes and ways of working to enable all airlines to operate with common procedures;

• You will review the publication procedures in comparison to our competitors and safety requirements to ascertain that TUI Airline is at the cutting edge of the industry in safety and efficiency on how we operate our fleet;

• The TUI Airline Document Officer will assist the TUI Airline Flight Operations Manuals Manager to write, manage and update the departmental handbook (DMSM) for Flight Operations Documentation describing the processes and tasks of the team members to the satisfaction of all stakeholders, including the authorities.

ABOUT YOU

• Experience working in a highly regulated environment with accountability for control, production or publication of manuals;

• Experience in a Flight Operations (or closely associated) department of a sizeable airline as administrator, crew member, ground instructor, engineer, project lead, compliance team member, document control officer or manager;

• Ability to work to a regulated timetable of activities, with actions owned by multiple stakeholders, including external third parties;

• Confidence as the business owner of an IT tool; works with users and IT to identify and implement system improvements and modifications;

• Proficiency in XML authoring and document management systems;

• Excellent editing, proofreading, and formatting skills;

• Familiarity with regulatory requirements and guidelines of EASA;

• Knowledge of digital publishing tools and platforms;

• Effective communication and collaboration skills;

• Ability to handle multiple tasks and meet deadlines;

• Experience of working with teams from different cultural backgrounds, or in matrix organizations;

• Able to motivate colleagues from other teams to deliver to specific goals and objectives, often under pressurized timescales;

• Develops and maintains effective relationships with stakeholders in different departments; is able to focus on delivering to stakeholder requirements;

• Strong business English is mandatory and fluency in other European languages an advantage, excellent communication skills in (at least) English both verbally and in written format;

ABOUT OUR OFFER

• Working in the leading global tourism group: We stand for intercultural cooperation and offer the opportunity to work in international projects and teams;

• Mobile working, flexible working hours and working from abroad: We believe that work is something you do, not where you go;

• Development and career opportunities: We promote the potential of our employees with a wide range of (digital) training opportunities and international career opportunities.