EMS Healthcare

Quality Administrator

EMS Healthcare

full-time

Posted on:

Location Type: Hybrid

Location: Saltney • United Kingdom

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Job Level

Junior

Tech Stack

Google Cloud Platform

About the role

  • Manage the Master Document List and support day-to-day document control activities (e.g., upload, version management, access/sharing) across SharePoint, the Document Management System (DMS) and/or (as applicable).
  • Prepare controlled documents for electronic signature using Adobe Acrobat, ensuring correct routing, version status and filing of signed records.
  • Maintain and update quality logs and trackers (e.g., NC/OFI/Deviation logs; study-specific logs; CSV-related logs where required), ensuring completeness, accuracy and appropriate escalation.
  • Support CAPA administration by tracking actions, issuing reminders to action owners, escalating overdue actions, and maintaining CAPA status reporting.
  • Support internal audits and inspection-readiness activities, including collation of evidence, scheduling, coordinating attendees, and supporting on-site requirements where necessary.
  • Assist with internal quality reviews to support continuous improvement, including coordinating inputs and tracking agreed actions to closure.
  • Support collection, collation and basic interpretation/presentation of quality-related metrics at company-wide and project/study level (e.g., incidents, non-conformances, deviations, data queries and other ad hoc study metrics).
  • Organise Quality/Governance meetings (e.g., governance group, quality meetings), including scheduling, agenda support, note taking, and action tracking.
  • Support compliance record-keeping activities such as routine checks of training record completeness and follow-up where gaps are identified.
  • Participate in validation testing of identified systems, as required, including documentation support and evidence collation.
  • Review head office temperature monitoring records (where assigned), ensuring excursions are logged, investigated and appropriately escalated; liaise with operational teams as needed.
  • Support the Quality team with general administration, including filing, controlled record organisation, and responding to requests for quality documentation from internal stakeholders.

Requirements

  • Experience in an administrative, coordination or document control role, ideally within a regulated environment (e.g., clinical research, healthcare, quality, compliance, regulated services).
  • Demonstrable ability to manage controlled documents and records with strong attention to detail (version control, filing, traceability, access control).
  • Strong IT literacy, including confidence using Microsoft 365 tools and shared repositories (e.g., SharePoint) and learning new systems quickly.
  • Ability to manage multiple priorities, maintain trackers/logs accurately, and meet deadlines.
  • Strong communication skills, including confident follow-up with action owners and escalation where required.
  • Familiarity with Good Clinical Practice (GCP) and/or working in a GxP environment.
  • Awareness of data integrity principles (e.g., ALCOA+) and how they apply to record-keeping.
  • Experience using eQMS/DMS platforms (e.g., Ideagen) and/or electronic signature tools (e.g., DocuSign or Adobe Acrobat).
  • Exposure to ISO standards relevant to quality and information security (e.g., ISO 9001, ISO 27001) and/or GDPR requirements.
Benefits
  • Bank holidays, plus 25 days annual leave, increasing to 28 after 5 years
  • Buy & Sell holidays
  • Enhanced Maternity and Paternity leave
  • 1 Occasion day each year, this could be your child's first day of school, their nativity play or your own birthday - the choice is yours!
  • Healthshield, our healthcare cash plan
  • Cycle to work scheme
  • Electric car scheme
  • Tech scheme
  • Wellbeing support from our qualified mental health first aiders
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
document controlversion controlquality metrics interpretationCAPA administrationaudit supportdata integrity principlesvalidation testingcontrolled document managementattention to detailadministrative coordination
Soft Skills
strong communicationability to manage multiple prioritiesstrong IT literacyattention to detailorganizational skillsescalation managementteam collaborationtime managementproblem-solvingfollow-up skills
Certifications
Good Clinical Practice (GCP)ISO 9001ISO 27001GDPR compliance