Role Overview
The Quality Systems Document Administrator is responsible for the execution of document control and document lifecycle management across the Quality Management System. The role ensures that all business documentation is properly controlled, accurate and compliant, standardised and consistent and traceable and audit ready. The role is accountable for how documents are controlled and maintained, not for system governance.
Key Responsibilities
1. Document Control Management
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Execute full document lifecycle control, including:
- Document numbering
- Version control
- Approval tracking
- Issuance and withdrawal
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Maintain document registers and document status logs
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Ensure only current and approved documents are available for use
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Remove obsolete or superseded documents from circulation.
2. Document Drafting, Formatting & Standardisation
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Draft, format, and structure documentation in line with approved templates
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Ensure consistency across:
- Policies
- Procedures
- Work instructions
- Forms and records
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Review draft documents for:
- Accuracy, completeness and usability
- Compliance with document control standards
3. Records Management & Traceability
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Maintain full traceability of:
- Document revisions
- Approvals
- Historical versions
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Ensure records are stored, retained, and retrievable in line with requirements
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Manage electronic and physical records where applicable
4. Document Review Coordination
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Coordinate document review cycles with process owners
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Track review status and follow up on overdue documents
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Prepare documents for approval and release
5. User Support (Document Control Specific)
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Guide on:
- Document templates
- Document structure
- Naming conventions
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Support users in preparing documents for submission
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Act as central contact for document control queries
6. Audit Support (Document-Level)
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Provide controlled documents and records during audits
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Ensure documentation is audit-ready at all times
7. Continuous Improvement (Document Control)
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Identify improvements in:
- Templates
- Document usability
- Document control efficiency
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Support standardisation across all departments
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Act as central contact for document control queries
Qualifications & Experience
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3–5 years’ experience in document control within ISO environments
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Strong proficiency in Microsoft Office Suite, SharePoint, OneDrive and Visio
