Job Profile
Quality Document Controller
Business:
UK Defence
Hours of work:
37.5 hours per week (additional hours as necessary to meet the
requirements of the role and business)
5 days per week, Monday to Friday
Minimum:
Apprenticeship or
formal training in
related field of study.
Experience
considered.
Preferred: Mechanical
Engineering, General
Engineering, Quality,
Document Administration
The Quality team are a multi-discipline team providing continual quality
control support through product and process verification, development of processes, procedures
and implementation of systems that ensure the products and processes fulfil quality standards,
meet safety regulations, and satisfy customer and contractual requirements.
Working as a direct report to the Lead Quality Engineer alongside the quality team, the Quality
Document Controller will be integrated into an integrated project team (IPT) supporting a proactive
and collaborative project working environment, providing governance in relation to Quality
Management whilst supporting project deliveries. Daily activities will be conducting in accordance
with our internal quality management system procedures and processes in line with ISO 9001:2015.
The Quality Document Controller will be responsible for the administration of the document control
and document delivery process to support multiple concurrent marine gearbox deliveries. The role
will include management of documentation, monitoring and measurement of deliverables,
opportunities, risks, and performance, process confirmation, process auditing, and leading a
continuous improvement work stream to improve the end-to-end document administration
process.
The Quality Document Controller will form part of a functional area or business value stream quality
team in the allocated area as required, alongside other quality professionals.
Core Duties:
- Support maintenance and governance of the ISO 9001:2015 Management systems
alongside customer and legislative requirements, ensuring its continuing effectiveness by
formal systematic auditing in the relevant value stream.
- Support the monitoring of the organisations Quality, policies and practices being
implemented consistently across the relevant value stream and verifying compliance to
applicable legislation, regulations, standards, and customer requirements is maintained,
including providing a service to the relevant value stream in relation to quality aspects of
order enquiries and contracts.
- Working in a multi-functional integrated project team as the quality function supporting a
proactive and collaborative project working environment, providing governance in relation
to Quality Management whilst supporting project deliveries.
- Administration of the document control and document delivery process to support multiple
concurrent marine gearbox deliveries, including maintaining documentation trackers,
documentation deliverables, and conducting frequent risk and opportunities reviews.
- Carrying out process confirmation and process-based audits of the document management
process incorporating risk-based thinking, ISO 9001:2015 and customer requirements.
- Preparing, reviewing, monitoring, reporting on frequent key performance indicators
(K.P.I&8217;s) using industry standard tools and creating reports on aspects of Quality
- Leading a continuous improvement work stream to improve the end-to-end document
administration process.
- Writing and creating flow charts, process documents, procedures and check sheets to
standardise, maintain and improve document control processes.
- Reviewing of internal and supplier quality assurance documentation (Quality plans,
Inspection and test plans, procedures).
- Verification of internal and supplier documentation (Inspection records, dimensional
inspections, FAIR&8217;s, material certification, NDE records, CofC&8217;s, DoC&8217;s).
- Produce customer documentation packs and contractual documents.
- Support engagement with 3rd party accreditation bodies, customers and end users in the
verification and delivery of customer quality requirements.
- Performing duties, reviewing documentation, and checking compliance with recognised
national and international standards (BSI, EN, ISO, DIN, DEFSTAN, AQAP, LR Rules for Naval
Ships, etc,), performance, Management review elements, Cost of poor quality (COPQ), process
governance, i.e., Histogram, Pareto, or other.
- Support project review meetings providing regular quality updates and support on quality
function related issues.
- Support project review meetings providing regular quality updates and support on quality
function related issues.
- Preparing, reviewing, monitoring, reporting on frequent key performance indicators
(K.P.I&8217;s) using industry standard tools and creating reports on aspects of Quality
performance, Management review elements, Cost of poor quality (COPQ), process
governance, i.e., Histogram, Pareto, or other.
Functional Knowledge:
- Minimum, experience in ISO9001:2015 or equivalent Management systems.
- Apprenticeship in related field of study, experience in a discipline of all or some of the
following - Mechanical Engineering, General Engineering, Quality, Document
Administration.
- Experience of working in a similar environment, preferably engineering, mechanical
engineering or manufacturing.
- Auditor certified to ISO9001:2015 or equivalent.
- Experience in administration and management of documentation.
- Experience in administration of data sets, Key performance indicators and trend analysis.
- Ability to analyse data to drive meaningful conclusions for continual improvement.
- Experience writing flow charts, process diagrams, or basic procedures.
- Computer literate with use of Microsoft Office.
- Good written and verbal communication skills.
Business Expertise:
- Understanding of ISO 9001 Quality management systems and experience or knowledge of
other types of national and internal standards i.e., ISO, AQAP, Lloyds Rules, Defence
Standards, and others.
- Product knowledge training will be provided through in-process training with peers, and on the job training (learning from experience).
- Reviewing documentation and checking compliance with recognised national and
international standards (BSI, EN, ISO, DIN), and customer specific requirements (QASOR,
SSQAC, DID, AQAP, DEFSTAN, LR Rules for Naval Ships).
Leadership:
- Able to work in a cross functional integrated project team (IPT) alongside engineering
professionals.
- Monitor the completion of tasks and ensure good performance and record on appropriate
systems.
- Able to provide guidance and communication on quality governance whilst being able to
proactively challenge.
- Able to provide leadership, guidance and feedback of projects and document management
related processes.
Problem Solving:
- Experience in understanding and determining requirements of standards and customer
specific documents to solve document compliance issues.
- Demonstrated use of structured problem-solving methods and processes.
- Demonstrated use of SWOT Analysis (Strengths, weaknesses, opportunities, threats) to
identify processes improvement areas.
Nature of Impact:
- To provide a robust support to day-to-day document administration across function,
supporting to ensure RFT to all products delivered on-time and in line with required
standards
Area of Impact:
- This position will be allocated to the Marine Defence integrated project team (IPT) and will
have a direct impact on overall compliance, governance, and delivery of the value stream
products.
Interpersonal Skills:
People
- Develop and maintain strong relationships with internal and external stakeholders to
ensure optimal performance.
- Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and
compliance with the Quality strategy.
- Liaise with suppliers to resolve quality documentation issues.
- Liaise and communicate with other departments, customers, 3rd parties, suppliers, and
other service providers.
- Communicate with personnel at all levels, internally and externally to the Company, in
relation to Quality documentation matters.
Delivery
- Ensure your contribution supports the team performance.
- Consistently meet your customers’ time, cost, and quality requirements
- Maintains regular, and clear communications with customers for Quality related
deliverables and activities.
Influencing
- Provide practical support and guidance to help others, enabling them to do their jobs.
- Use logical argument to change people&8217;s minds and call on data or evidence to support your
views.
Collaboration
- Co-operate and collaborate when delivering work to meet agreed plans.
- Develop trusted relationships which support delivery of business objectives
Self-Management
- Comply with the Health, Safety and Environmental Policies,
- Proactively contribute to creating a good team atmosphere,
- Anticipates and overcomes obstacles,
- Makes useful links to arrive at insightful plans and solutions,
- Embraces personal challenge,
- Confident, rounded thinking,
- Takes ownership for team cohesion,
- Is self-aware,
- Is resilient, optimistic, and open to change,
- A self-starter, motivated and able to positively motivate others,
- Focused, target driven with a positive, can-do attitude.
The company is a leading provider of mechanical power transmission solutions for Naval and
Land Defence applications. Combining almost three centuries of combined gear engineering expertise
with global manufacturing to service customers in commodities, marine, defence, power, industrial
and consumer markets. We have facilities in 24 locations around the world with over 1,200 employees
and a strong track record for reliable performance coupled with rich brand heritage and proven
application experience.
Please be aware that working for us will be subject to both security and export control restrictions.
These restrictions mean that factors including your nationality, any previous nationalities you have
held, and your place of birth may limit those roles you can perform for the organisation.
All candidates must meet Right to Work in the UK criteria and achieve the required security and
clearance requirements to undertake this role.