Personnel Officer
Description:
, United Kingdom
Job Family Group:Business Administration
Worker Type:Regular
Posting Start Date:November 21, 2025
Business unit:Trading and Supply
Experience Level: Early Careers
Job Description:
Accountabilities
Develop and maintain comprehensive roster plans for assigned vessels, ensuring compliance with core manning requirements and optimising cost efficiency through effective planning and daily monitoring.
Serve as the primary point of contact for all sea staff enquiries related to assigned vessels, collaborating with SSML team members to provide timely and accurate responses on matters such as training, study, and promotion.
Monitor and maintain vessel experience matrices to ensure ongoing compliance with regulatory standards (e.g., Q88), and proactively address any gaps.
Support the Leadership Development Officer in managing officer performance and development, including the administration of GPAs.
Manage and document disciplinary issues, acting as the SSML representative in shore-side investigation hearings and as lead investigator in SSML hearings, ensuring adherence to company disciplinary procedures.
Ensure the accuracy and integrity of personnel data, including activity records, expenses, payroll, and bonuses, to support timely and accurate payment to seafarers.
Oversee crew travel arrangements in coordination with the manning team, leading regular planning meetings (PDM meetings).
Maintain working knowledge of medical databases (Omnisafe, TMCM) and processes, providing support in the absence of the Medical Liaison Officer.
Ensure compliance with the Business Management System (BMS), proactively monitoring and updating as required.
Participate in the out-of-hours Duty Team as needed.
Deliver against established KPIs and contribute to the review and planning of personnel across fleet groups to support the company’s 24-month plan.
Communicate proactively with Ship Management customers (vessel superintendents, onboard teams) regarding crewing plans, leading regular update calls.
Liaise with the Training Officer to coordinate study leave and training in line with fleet requirements.
Develop forecasts to inform promotion and recruitment needs, maintaining and updating internal project tracking tools (e.g., GANTT charts) as required.
Monitor and manage service providers (crewing and travel agents) to ensure high service levels and cost control.
Liaise with the Crew Operations Manager regarding medical issues requiring Medevac.
Support the organisation and logistics of Fleet Officer Conferences and seafarer office visits.
Provide support for UPL regarding Ratings and Filipino Officers.
Work closely with manning agencies to ensure seamless information transfer and planning.
Monitor and manage budgets related to personnel operations.
Assist with the testing and implementation of personnel databases (e.g., Shipmate, Seafarer Portal).
Support ad hoc projects, ship deliveries, and transitions as required.
Ensure all operational seafarer expenditure is correctly allocated.
Provide weekly relief plans to vessels.
Participate in emergency exercises and support vessel safety initiatives.
Dimensions
In total, the personnel officers are directly responsible for approximately 10 – 12,000 crew movements per year.
Responsible for day-to-day interaction with the Manning Agents and monitoring of service levels.
Responsible for day-to-day interaction with the Manning Agents and monitoring of service levels.
Responsible for day-to-day interaction with the Manning Agents and monitoring of service levels.
Responsible for day-to-day interaction with the Manning Agents and monitoring of service levels.
Challenges
Acts as a role model to others in relation to customer service
Acts as a role model to others in relation to customer service
Acts as a role model to others in relation to customer service
Acts as a role model to others in relation to customer service
Seeks to keep up-to-date with external developments in IT and identifies opportunities to apply these new developments for business benefit.
Seeks to keep up-to-date with external developments in IT and identifies opportunities to apply these new developments for business benefit.
Seeks to keep up-to-date with external developments in IT and identifies opportunities to apply these new developments for business benefit.
Duty of Care
Experience
Understanding of STCW and how Flag States incorporate these standards into regulation.
Demonstrated ability to manage multiple inputs, effectively forecast and proactively identify solutions and contingencies in time critical situations.
Excellent interpersonal and communication (verbal & written) skills with the ability to manage multiple stakeholder relationships.
Rostering or scheduling experience is a distinct advantage.
Analytical and problem solving skills.
Strong record keeping experience.
Experience with Microsoft Office products.
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