Engineering Airworthiness Records Administrator

Job summary

Responsible for the administration, control, maintenance, and archiving of engineering records and aircraft maintenance documentation across RAF Waddington. Key duties include managing Form 700 documentation, Maintenance Work Orders, Work Centre Serial Numbers, Narrative Fault Reports (F760), Unsatisfactory Feature Reports (F765), and associated engineering records registers.

The role supports engineering governance and airworthiness assurance through the accurate management of records, coordination of engineering documentation processes, and maintenance of local work instructions. The post holder also provides administrative support to the Engineering Assurance Flight and AESO Coordinator as required.

The Engineering Records Administrator is responsible for ensuring compliance with MOD policies relating to information management, data protection, equality and diversity, health and safety, and environmental protection, while maintaining effective relationships with engineering squadrons, sections, and other stakeholders across the station.

The role requires strong organisational, communication, and administrative skills, with a focus on accuracy, regulatory compliance, and continuous professional development.

Job description

Engineering Records Administrator (Administrative Officer)

Role Purpose

The Engineering Records Administrator is responsible for the management, control, review, and archival of aircraft engineering records and maintenance documentation at RAF Waddington. Working within Engineering Assurance Flight (EAF), the post holder provides an essential engineering governance function, ensuring that all maintenance records are accurately completed, appropriately controlled, and retained in accordance with Air Engineering Standing Orders (AESO) and regulatory requirements.

A key aspect of the role is the review and assessment of aircraft maintenance documentation prior to archiving. The post holder must possess sufficient aircraft engineering knowledge and experience to understand the maintenance activity recorded on work orders and Form 700 documentation, identify anomalies or omissions, and ensure records meet regulatory and audit requirements.

Key Responsibilities

• Manage, maintain, review, and archive Aircraft Maintenance Work Orders and associated Form 700 series documentation.
• Conduct detailed reviews of engineering records to ensure completeness, accuracy, and compliance with applicable regulations and local procedures.
• Identify discrepancies, omissions, or recording errors within maintenance documentation and liaise with maintenance organisations to resolve issues.
• Manage and coordinate Work Centre Serial Numbers and associated engineering records registers.
• Administer and maintain F760 Narrative Fault Reports and F765 Unsatisfactory Feature Reports for applicable platforms.
• Maintain registers relating to engineering documentation, including Pre-Printed Maintenance Work Orders and F700Z records.
• Produce, update, and maintain Engineering Records work instructions and local processes.
• Support Engineering Assurance Flight activities, including audits, assurance reviews, and investigations where engineering records are required.
• Provide administrative support to the AESO Coordinator and wider Engineering Assurance Flight as required.
• Ensure compliance with MOD policies relating to information management, data protection, security, health and safety, and equality and diversity.

Essential Experience and Skills

• Previous experience in an Aircraft Document Review, Aircraft Records, Engineering Records, or equivalent military aviation engineering records role.
• Strong understanding of aircraft maintenance documentation and Form 700 series records.
• Ability to interpret and understand maintenance activity recorded on work orders and engineering documentation.
• Experience of identifying errors, inconsistencies, or omissions within maintenance records and driving corrective action.
• Working knowledge of Military Air Environment regulatory requirements and airworthiness record-keeping principles.
• Experience within RAF or Defence aviation engineering environments.
• Previous experience within an Engineering Assurance, Quality Assurance, or Airworthiness environment.
• High levels of accuracy, organisation, and attention to detail.
• Strong communication and stakeholder engagement skills.

Desirable Experience

• Familiarity with engineering information systems and maintenance record management processes.

Additional Information

Due to the nature of the role, prior experience reviewing aircraft maintenance documentation is considered essential. The post holder must be capable of understanding the engineering activity recorded on maintenance work orders and associated documentation to ensure regulatory compliance, support airworthiness assurance, and maintain the integrity of the historical aircraft maintenance record. This is not solely an administrative role; it is a critical engineering assurance function supporting safe and compliant aircraft operations.

Person specification

The successful candidate will be a highly organised and detail-oriented individual with experience in the review and management of aircraft engineering documentation. They will be capable of working independently while engaging confidently with engineering personnel across multiple organisations to resolve documentation issues and maintain regulatory compliance.

The role requires an individual who can understand aircraft maintenance activity and accurately interpret engineering records, rather than simply administering paperwork. Candidates should be comfortable identifying discrepancies, challenging incomplete documentation, and ensuring records accurately reflect maintenance conducted.

Strong communication skills, sound judgement, and a professional approach to information management are essential. The successful applicant will demonstrate a commitment to continuous improvement, regulatory compliance, and maintaining the integrity of aircraft maintenance records.

Essential Criteria

Applicants must demonstrate:

Experience

• Previous experience in an Aircraft Document Review, Engineering Records, Aircraft Maintenance Records, Technical Records, or equivalent aviation engineering role.
• Experience within RAF, Defence, or Military Aviation engineering organisations.
• Previous experience within an Engineering Assurance, Quality Assurance, Continuing Airworthiness, or Air Safety environment.
• Familiarity with AESOs, MAA Regulations, and Military Air Environment documentation processes.
• Experience reviewing aircraft maintenance work orders and associated technical documentation.
• Experience working within a regulated aviation engineering environment.
• Experience maintaining accurate records and managing documentation in accordance with defined procedures.

Knowledge

• Good understanding of aircraft maintenance documentation and Form 700 series records.
• Knowledge of engineering record-keeping principles and document control processes.
• Understanding of airworthiness requirements and the importance of accurate engineering documentation.
• Ability to interpret maintenance activity recorded on work orders and associated engineering documentation.

Skills

• Excellent attention to detail and accuracy.
• Strong organisational and administrative skills.
• Ability to identify discrepancies, omissions, and inconsistencies within technical documentation.
• Effective written and verbal communication skills.
• Proficient in Microsoft Office applications and electronic document management systems.
• Ability to manage competing priorities and work to deadlines.

Behaviours

• Demonstrates integrity and professionalism when handling regulated engineering records.
• Takes ownership of tasks and follows issues through to resolution.
• Works collaboratively with engineering and support organisations.
• Maintains high standards and a commitment to continuous improvement.
• Promotes a positive, inclusive, and professional working environment.

Desirable Criteria

• Experience developing local procedures, work instructions, or record management processes.
• Knowledge of engineering information systems used within Defence aviation.

Important Note to Applicants

This role is not solely an administrative records management position. The successful candidate will be required to review and assess aircraft maintenance documentation, understand the engineering activity recorded on maintenance work orders, and identify errors or omissions that could affect regulatory compliance and auditability. Applicants without previous experience of reviewing aircraft engineering documentation are unlikely to possess the knowledge required to perform the role effectively.

Behaviours

We'll assess you against these behaviours during the selection process:

• Changing and Improving
• Communicating and Influencing
• Making Effective Decisions
• Managing a Quality Service

Benefits

Alongside your salary of £27,866, Ministry of Defence contributes £8,072 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

The post does not offer relocation expenses.

External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.

Please Note: Expenses incurred for travel to interviews will not be reimbursed.

Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.

Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment however some exemptions are in place, please refer to local guidance. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.

MOD Recruitment Satisfaction Survey – We may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Policy Notice sets out how we will use your personal data and your rights.

Things you need to know

Artificial intelligence

Artificial intelligence can 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 withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Selection Process

All applications must be submitted via the online application system before the advertised closing date.

Following the closing date, all applications will undergo an initial review against the essential criteria outlined in the job description and person specification. Applications will be assessed on the evidence provided and the extent to which candidates demonstrate the required skills, knowledge, and experience.

Candidates who successfully meet the essential criteria and are assessed as suitable at the application review stage will be invited to attend an interview. The interview will provide an opportunity to further explore a candidate's experience, technical knowledge, competencies, and suitability for the role.

Candidates should ensure that their application clearly demonstrates relevant experience, particularly in the review and management of aircraft engineering documentation and maintenance records, as this forms a key requirement of the position.

The selection process will therefore consist of:

1. Online Application Submission

   • Completion and submission of the application form before the closing date.

2. Application Review

   • Assessment against the essential criteria and person specification.

3. Interview

   • Shortlisted candidates will be invited to attend an interview to assess their suitability for the role.

4. Appointment

   • The successful candidate will be offered the position, subject to any relevant pre-employment checks and approvals.

Please note: Due to the specialist nature of the role, candidates who cannot demonstrate relevant experience in aircraft maintenance documentation, engineering records management, or document review may not be progressed to the interview stage.

Candidates will be required to provide CV details to include job history and previous skills and experience.

Personal Statement:

At sift, candidates will be assessed against their CV

At interview, candidates will be assessed against the following:

• Changing and Improving
• Communicating and Influencing
• Making Effective Decisions
• Managing a Quality Service

Further information:

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical. This role does not meet that category, and we will not sponsor a visa. It is therefore NOT open to applications from those who will require sponsorship under the points-based system.
Should you apply for this role and be found to require sponsorship, your application will be rejected and any provisional offer of employment withdrawn.

The Ministry of Defence requires all candidates who are successful at interview to declare any outside interests. These declarations will be discussed with successful candidates following the interview process and before a formal offer of employment is made, as some outside interests may not be compatible with MOD civilian roles. This will not, in the majority of cases, prevent employment in MOD, but it is a measure that must be taken to ensure that appropriate mitigations can be put in place to manage any potential, perceived or actual conflicts of interest from the first day of employment.

The Ministry of Defence adopts a zero-tolerance approach to unacceptable behaviours, which includes bullying, harassment, sexual harassment, discrimination, and victimisation. You will not be eligible and will not be considered for this post if you have been dismissed from a role for such unacceptable behaviours within the last five years. This will also apply if you resign or otherwise leave a role but, because of an adverse decision, would have been dismissed for gross misconduct had you continued in that employment. Pre-employment checks will be carried out.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Sqn Ldr Aaron Gouge
• Email : aaron.gouge660@mod.gov.uk

Recruitment team

• Email : DBSCivPers-ResourcingTeam3@mod.gov.uk

Further information

Please ensure you read the attached candidate information document prior to completing your application. If you are dissatisfied with the service you have received from DBS, or believe that DBS has failed to follow the recruitment process in line with the Civil Service Commission principles of selection for appointment on merit on the basis of Fair and Open competition, you can raise a formal complaint by writing to DBS at the following address: Defence Business Services, Scanning Hub, Room 6124, Tomlinson House, Norcross Lane, Blackpool, FY5 3WP. If after raising your complaint with DBS you remain dissatisfied you can complain directly to the Civil Service Commission at the following address: Civil Service commission, Room G/8, 1 Horse Guards Road, London, SW1A 2HQ Or by email: info@csc.gov.uk.

Attachments

20201013-Air Command Candidate Information Pack Opens in new window (pdf, 316kB)Candidate Information 2025 Opens in new window (docx, 31kB)Defence Internal Brief notice Opens in new window (docx, 43kB)MOD Candidate Pack Opens in new window (pdf, 1563kB)