ROLE DESCRIPTION & PERSON SPECIFICATION

Role: Documentation Control Administrator

Location of post:Magheralin

Role Purpose: To Ensure Document Management consistency across of company documents, rigorously, maintaining controland traceability of the documentation from initiation throughout completion.

Accountable to:Quality Systems & Compliance Manager

Key Relationships:Management Team, QA Team, Operations departments and Team Leaders

Key Accountabilities

  • Managing the document control system ensuring that only the correct version of documents and records are available and in use.
  • Implement and maintain document control process and procedure
  • Manage all flows of documents either in electronic form or on paper support
  • General document control activities such as photocopying, scanning, and use of Microsoft Office
  • Ensure all documentation is correctly identified, distributed and filed/stored
  • Ensure document compliance with Quality Management System regarding numbering and all others aspect through the use of standardised forms and templates
  • Communicate and liaise with relevant departments and 3rd parties where necessary to agree standards
  • Uploading all documents and records that form part of the Food Safety and Quality System onto SharePoint and managing the transition from the current excel system to SharePoint.
  • Monitor technical documents review and approval in accordance with agreed schedule
  • Training key users in how to approve documents on SharePoint and the hierarchy of approval.
  • Updating the procedures in the current ISO based Quality Management System to a new BRC based system.
  • Assistance in the preparation collation and issue of reports and registers as may be required
  • Supporting the Quality Systems Compliance Manager in the administration of the Quality Management System Internal Audits.
  • Establish and maintain the Master Document Register in cooperation with the relevant departments/teams

Other Responsibilities

  • Ensure the role is performed with due regard for the requirements of the Company Equal Opportunities Policy, Bullying and Harassment Policy and other applicable HR policies

This job description is neither exhaustive nor exclusive and may be reviewed in the future depending upon operational requirements and staffing levels.

Criterion

/ Essential /

Desirable

Qualifications
and
Training / 2 x ‘A’ levels or equivalent / Degree in a Business or Food Technology discipline
Experience / 2 years’ experience in an administrative role / Experience in Doc Control
Experience of Doc control in a food environment
Specialist
Knowledge / High level understanding of Microsoft Office / Understanding of Quality Assurance Management System
Skills
and
Abilities / Excellent IT skills and in particular being highly proficient in both Microsoft Word and Excel
Excellent communication and interpersonal skills
High level of attention to detail and accuracy
Strong analytical, organisational and planning skills with ability to prioritise effectively
Able to work on own initiative
Ability to manage their own time and workload
Ability to adopt a variety of approaches dependent upon situation and context.
Behaviours / Self motivated
Proactive
Assertive
Teamwork oriented
Adaptable
Flexible
Circumstances / Core hours – 16 hours per week, however must be flexible and can increase hours as and when required e.g. peak times - Audit season
Other / Exemplary attendance & disciplinary record

1 of 4

20th October 2017