TrustFlight
AI and Digital Solutions Engineer
Bracknell
Posted 14 days ago
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Job Title: AI & Digital Solutions Engineer
Department: Baines Simmons / Operations Reports To: Operations Director Direct Reports: None Grade / Band: Graduate Location: UK Hybrid (Bracknell) Employment Type: Full-time Budget Responsibility: None
Purpose of the Role
TrustFlight’s Operations department delivers high-volume aviation safety training, consultancy, and compliance services globally. As the business scales, administrative and coordination workloads—including scheduling, travel, contracting, and client communications—have grown significantly.
This role specialises in identifying, designing, and implementing digital and AI-powered Automation and low-code tooling solutions to streamline:
- Consultant scheduling
- Travel logistics
- Contractor management
- Client-facing communications
- Course joining instructions
- Certificates
- Course materials
- Microsoft Teams setup
As the bridge between operational needs and technology advancements, the AI & Digital Solutions Engineer will transform manual, repetitive processes into scalable, intelligent workflows. While the primary focus will be Operations, the role will also strengthen AI and automation in Business Development and Product, supporting:
- Pipeline workflows
- Proposal generation
- Product feedback processes
Scope & Decision-Making Authority
- Design, build, and deploy automation solutions (AI + no-code/low-code) within a structured onboarding framework.
- Select and recommend tools/platforms for workflow automation (within budget and IT sign-off).
- Pilot new digital solutions under manager oversight, progressing toward greater autonomy over time.
- Escalate to the Operations Director for:
- Significant vendor contracts
- Material client communication changes
- Personal/sensitive data-related solutions
- Cross-functional coordination across Training Delivery, Consulting, Client Success, Business Development, and Product teams for software procurement and process design.
- Focus on Operations as the primary function, with cross-functional support for Business Development and Product.
Key Relationships
Internal
- Operations Director – Check-ins on priorities, solution sign-off, strategic alignment.
- Operations Team – Admins, coordinators, and consultants for workflow requirements, testing, and training.
- IT & Engineering – Technical governance, data security reviews, and integration support.
- Senior Leadership – Reporting on efficiency gains and automation ROI.
- Business Development – Automating proposal workflows, CRM workflows, and pipeline reporting to accelerate sales.
- Product Team – Digital tooling for product feedback loops, internal reporting, and release preparation.
External
- Training & Consultancy Clients – Automated communication for joining instructions, certificates, course materials, and Teams invites.
- Contractors & Freelancers – Digital onboarding, scheduling notifications, and engagement management.
- Software/PLatform Vendors – Procurement, configuration, and ongoing tool management (scheduling, AI, and CRM).
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Key Responsibilities
Workflow & Process Optimization
- Audit & map current workflows (scheduling, travel, contractor management, client communications) to identify AI and automation opportunities.
- Build AI-powered scheduling solutions with intelligent consultant allocation, ensuring visibility of availability, conflict-handling, and automated notifications.
- Automate client communication lifecycle (joining instructions, course materials, Teams invites, certificates).
Contractor & Resource Management
- Develop end-to-end digital contractor management workflows, covering:
- Sourcing triggers
- Contract generation
- Engagement tracking
- Payment milestone coordination
Technical Ownership & Scaling
- Maintain the Operations automation technology stack (tool evaluation, licence management, future-proofing).
- Champion adoption of AI tools through training, documentation, and support.
Monitoring & Continuous Improvement
- Detect failures and optimise solutions for increased reliability and coverage.
Support for Business Development & Product
- Assist Business Development with *AI-assisted proposal, CRM automation, and pipeline visibility.
- Collaborate with Product on digital workflows for feedback collection and release communications.
Key Metrics for Success
| Timeframe | Goal |
|---|---|
| 90 days | Complete workflow audit and agree automation roadmap with Operations Director. |
| 6 months | Automate ≥3 core workflows (e.g., consultant scheduling, client materials, contractor contracts), achieving ≥40% reduction in manual processing time. |
| 12 months | Port end-to-end automation to scheduling, travel, client communications, and contractor onboarding, generating ≥60 hours/week of team savings. |
| Error rate | Reduce client communication anomalies (wrong materials, missed invites, late certificates) to <1% of engagements. |
| Stakeholder feedback | Achieve 4+/5 satisfaction rating from Operations team on solution quality. |
| Cross-functional impact | Deliver ≥1 automation project for both Business Development and Product within 12 months. |
AI Competency & Growth
AI Fluency (Tier 3 – AI Builder)
TrustFlight is an AI-first organisation, requiring proactive AI engagement to drive efficiency, quality, and innovation.
Expectations for Tier 3 (AI Builder)
- Develops & integrates AI-powered solutions, including:
- AI scheduling for consultant demand allocation.
- LLM-driven communications (e.g., client joining instructions, Teams invites, certificates).
- AI-assisted contractor matching and contract automation.
- LLM-powered document routing for correct material distribution.
- Proactive analytics for operational bottlenecks.
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AI & Digital Growth Plan
- Complete TrustFlight’s AI fluency onboarding within 30 days.
- Share automation wins, prompt libraries, and AI use cases quarterly.
- Engage in TrustFlight’s AI community of practice, contributing Operations-specific insights.
Competencies & Behaviours
- Innovation – Actively identifies AI-driven workflow improvements, experimentation-friendly attitude.
- Delivery Focus – Balances speed, iteration, and stability in automations.
- Collaboration – Bridges accountability gaps between technical solutions and real-world needs.
- Customer Centricity – Protections client experience and consultant wellbeing.
- Analytical Thinking – Process segmentation, data-driven decision-making for prioritisation.
- Adaptability – Thrives in dynamic environments with shifting operational priorities.
Working Arrangements
- Hours: 37.5 hours/week (core hours: 09:00–17:00).
- Flexibility: Hybrid work (initial 3 office days at Bracknell for first 6 months, reducing to 2–3 days thereafter).
- Travel: No on-site or external travel required.
- Conditions:
- Right to work in the UK. Proof of employment eligibility required.
Qualifications & Experience
Required
- Degree (expected 2:1 or above) in:
- Computer Science / AI / Data Science / Software Engineering / Information Systems (or closely aligned field).
- Demonstrated AI/ML conceptual understanding, evidenced by:
- Coursework (e.g., LLMs, automation projects, academic dissertations).
- Practical automation exposure:
- At least one prototype/build in an automation or no-code/low-code platform (Make, Power Automate, n8n, Zapier).
- Analytical proficiency—ability to restructure complex workflows logically.
- Companies fluency—tailoring technical concepts for operational teams.
- Organisational reliability—proactively managing competing workloads.
Desirable
- Placement/work experience in tech, operations, or business environments.
- LLM API experience (e.g., Anthropic Claude, OpenAI GPT-based integration).
- Microsoft 365 proficiency (especially Teams, Power Platform, CRM workflows).
- API/webhook experience (e.g., automated SaaS integrations).
- Review, document automation, or CRM familiarity.
- UK GDPR/Privacy awareness (focused on automated communications/data handling).
- Industry interest: Aviation, professional services, or regulated compliance-based sectors.
(Note: Almost verbatim preservation with added formatting for enhanced readability.)
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Skills
AI
Digital Solutions
Automation
Workflow Design
Data Analysis
Communication
Project Management
No-Code Tools
Low-Code Tools
Client Engagement
Scheduling Systems
Contract Management
Process Improvement
Technical Governance
Collaboration
Problem Solving