Quality Administrator

Quality Administrator

The Quality Administrator is to provide support for all quality matters including the implementation of quality procedures, and making sure corrective actions are taken to minimise future occurrences.

The Quality Administrator is responsible for maintaining and managing the electronic Quality Management System (eQMS) and ensuring accurate documentation control across the organisation. This role supports the quality function by handling documentation processes, ensuring compliance with regulatory requirements and assisting in continuous improvement initiatives to maintain the highest operational standards.

Responsibilities

• Assist in implementing global QA strategy locally that outlines goals for activities such as building effective QA procedures, and audit standards and ensuring consistent application, making sure appropriate corrective actions are carried out to minimise future occurrences.
• Administer the eQMS, ensuring that all quality procedures, documentation, and workflows are effectively managed and compliant with relevant standards (ISO 9001, GxP, etc).
• Ensure timely updates and revisions of quality documents such as SOPs, Work Instructions (WIs, and forms (SFs) within the eQMS.
• Manage user access, permissions, and training records within the eQMS.
• Monitor the performance of the eQMS and report any issues, ensuring that corrective actions are taken to resolve system-related problems.
• Maintain accurate and organised documentation, ensuring all quality records are up-to-date, easily accessible, and properly archived within the eQMS.
• Coordinate the review, approval, and distribution of quality documents, including SOPs, change controls, non-conformities, and CAPAs.
• Ensure the timely distribution of new and revised documents to relevant stakeholders for acknowledgment and implementation.
• Assist in creating, updating, and formatting quality documents according to standard procedures.
• Assist in preparing for internal and external audits by providing relevant documentation and reports
• Support audit activities by managing the documentation flow, ensuring documents are available and up-to-date.
• Track and manage the timely closure of audit findings, non-conformities, corrective and preventative actions (CAPAs) and change controls
• Manage and document employee training records within the eQMS, ensuring that all employees are properly trained on relevant quality procedures.
• Assist in the preparation and coordination of onboarding training for new hires, ensuring they are trained in company quality systems and procedures.
• Assist with maintaining documentation related to supplier and vendor evaluations and audits
• Track supplier documentation within the eQMS, providing feedback and suggestions to enhance system efficiency and compliance
• Collaborate with the quality team to identify areas for process optimisation within document management.

Qualification and Experience

Qualification

Higher education in the QMS is desirable

Experience

Administrative experience.

Relevant, demonstrable experience in a similar-level role

Skills, Knowledge, and Special Qualities

• Proficiency in eQMS or other document management systems
• Familiar with quality standards such as ISO 9001 and GxP
• Strong organisational skills with meticulous attention to detail
• Good knowledge of Microsoft Office applications
• Excellent written and verbal communication skills in English
• Ability to work collaboratively with cross-functional teams and provide support in a professional manner
• Strong numeracy skills and a logical, methodical approach to work
• Ability to handle multiple tasks and prioritse effectively
• Commitment to maintaining high-quality standards and improving operational processes
• Adaptable and open to learning new systems and processes.