Quality & Regulatory Administrator in Gillingham

The Quality Administrator supports the Quality and Regulatory Affairs function in maintaining and improving the company’s Quality Management System (QMS). The role focuses on administrative coordination, documentation control, and supporting compliance activities to ensure adherence to applicable regulations, including Good Distribution Practice (GDP) relevant ISO accreditations and medical device and pharmaceutical standards.

This is a development role suited to candidates with some prior experience or exposure to quality systems, looking to build a career in Quality and Regulatory Affairs within the pharmaceutical and medical device wholesale sector.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support the maintenance and day-to-day administration of the Quality Management System (QMS), including document control and record keeping.
• Assist in the preparation, review, formatting, and distribution of quality documents such as SOPs, work instructions, and forms.
• Coordinate training records, ensuring that employees complete required quality and compliance training.
• Provide administrative support for deviation, non-conformance, CAPA, and change control processes (e.g., logging, tracking, follow-up).
• Support complaint handling processes by logging and tracking complaints and ensuring timely follow-up.
• Assist in internal and external audit preparation, including document collation and scheduling.
• Maintain supplier documentation and support supplier approval and monitoring activities.
• Support temperature monitoring and storage compliance activities, including record checks and filing.
• Assist with data entry, tracking, and reporting of quality metrics and KPIs.
• Liaise with internal departments to ensure quality documentation and processes are followed.
• Support continuous improvement initiatives within the Quality department.
• Perform general administrative duties to support the Quality & Regulatory team.
• Undertake other duties and projects as assigned.

GENERAL RESPONSIBILITIES:

• Perform all duties in accordance with company policies and procedures.
• Maintain high standards of accuracy, organisation, and attention to detail.
• Contribute to a positive quality culture within the organisation.

PHYSICAL ACTIVITIES:

• Office-based role with standard administrative duties and opportunity for some hybrid working.
• Occasional visits to warehouse/storage areas will be required.

QUALIFICATIONS:

Experience: 1 -2 years in a quality, regulatory or administrative role (experience in pharmaceuticals, medical devices, or healthcare is advantageous)

Education: A-Level or equivalent required. Degree (or working towards) in Life Sciences, Pharmacy, or a related field is desirable but not essential.

Specialised knowledge and skills:

• Basic understanding of Quality Management Systems (QMS) (e.g., ISO 9001, 13485 or GDP) is advantageous.
• Strong organisational and administrative skills.
• Good attention to detail and accuracy in document handling.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Good written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Willingness to learn and develop within a regulated environment.

OTHER:

• Fluent in written and spoken English.
• Demonstrates a proactive attitude and willingness to support team objectives.
• Demonstrates a positive approach with a “Can-Do” attitude.

ORGANISATIONAL RELATIONSHIPS:

Direct Reports: None

Internal Contacts: Quality & Regulatory Team, Warehouse and Operations, Customer services, Supply Chain