IMS Coordinator

Role Purpose & Context

Role Summary

The IMS Coordinator is here to help keep our Integrated Management System (IMS) organised and up-to-date, which directly impacts our ability to pass audits and avoid fines. You'll be working closely with the IMS team and various operational departments, making sure that our procedures are followed and our records are spot on. You're effectively translating what happens on the shop floor or in the office into documented evidence that our auditors will scrutinise. When you do this job well, our audits go smoothly, and we can prove we're doing things properly, keeping everyone safe and our products high quality. If things go wrong, we could face non-conformances, delays in certification, or even regulatory penalties. The challenge here is staying meticulously organised and following procedures to the letter, even when things get busy. The reward? You'll be an essential part of a team that genuinely keeps people safe and ensures we meet our promises to customers and regulators.

Reporting Structure

• Reports to: IMS Specialist
• Direct reports:
• Matrix relationships: Junior Compliance Administrator, Quality Systems Assistant, EHSQ Support Analyst,

Key Stakeholders

Internal:

• IMS Team (Specialists and Managers)
• Production Supervisors
• Warehouse Operations
• HR Department
• Training Coordinators

External:

Organisational Impact

Scope: Your accurate data entry and diligent document control mean that when an auditor comes knocking, we can quickly pull up the proof they need. You'll help us keep our ISO certifications, which is a big deal for winning new business and keeping existing clients happy. Honestly, without someone carefully looking after the details, the whole system starts to fray, and that's when mistakes happen – mistakes that can cost us money, reputation, or even someone's safety.

Performance Metrics

Quantitative Metrics

1. Metric: Document Control Accuracy
2. Desc: Correctly filing, versioning, and distributing IMS documents (e.g., procedures, work instructions).
3. Target: 99% accuracy
4. Freq: Monthly spot checks
5. Example: Out of 100 documents checked, only one had an incorrect version number or was filed in the wrong place. That's a 99% accuracy rate, which is what we need.
6. Metric: Corrective Action Request (CAR) Data Entry
7. Desc: Accurately inputting details of non-conformances and corrective actions into the EHSQ system.
8. Target: 98% data entry accuracy
9. Freq: Weekly review by IMS Specialist
10. Example: You entered 50 CARs this week, and only one had a typo in the description or an incorrect date. That's spot on.
11. Metric: Training Record Updates
12. Desc: Ensuring employee training records are updated promptly after courses are completed.
13. Target: All records updated within 24 hours of receiving completion certificates
14. Freq: Weekly audit of recent training completions
15. Example: Last week, 30 employees finished their manual handling course. You got all 30 records updated in the system before the next day's shift. Brilliant work.
16. Metric: Audit Schedule Support
17. Desc: Assisting with the scheduling of internal audits and sending out timely reminders to auditees.
18. Target: 95% of audit scheduling tasks completed on time
19. Freq: Monthly review of audit calendar
20. Example: You organised 10 internal audit meetings this month, and 9 of them were set up and confirmed with all parties by the agreed deadline. We're aiming for 10 out of 10, but that's a solid start.

Qualitative Metrics

1. Metric: Adherence to Procedures
2. Desc: Consistently following established IMS procedures and work instructions without shortcuts.
3. Evidence: Your supervisor notes that you always follow the document control process step-by-step. During a system review, your work shows clear evidence of procedural compliance. You ask clarifying questions when a procedure isn't clear, rather than guessing.
4. Metric: Proactive Learning & Engagement
5. Desc: Showing genuine interest in understanding the IMS and asking thoughtful questions to deepen your knowledge.
6. Evidence: You volunteer to sit in on an internal audit. You ask 'why' we do things a certain way, not just 'how'. You bring up potential minor issues you've noticed before they become bigger problems, even if it's just a quick chat with your manager.
7. Metric: Team Collaboration & Support
8. Desc: Being a helpful and reliable member of the IMS team, ready to assist colleagues when needed.
9. Evidence: Colleagues mention you're quick to offer help when they're swamped. You take on extra tasks without being asked when you have capacity. You share useful information you've come across with the team.
10. Metric: Problem Identification (Entry Level)
11. Desc: Recognising when something doesn't look right or deviates from a standard, and escalating it appropriately.
12. Evidence: You spot a form that's missing a signature and bring it to your supervisor's attention. You notice a procedure hasn't been reviewed on time and flag it. You don't try to fix things yourself, but you know when to raise a hand.

Primary Traits

• Trait: Meticulously Organised
• Manifestation: You're the sort of person who colour-codes their notes, always knows where that obscure file is, and probably tidies their desk before going home. You find satisfaction in a perfectly ordered spreadsheet or a document folder that makes sense. You'll double-check your own work instinctively, because you know a misplaced decimal point can cause a headache down the line.
• Benefit: Our IMS relies on accurate records and accessible documents. If things are messy, we can't prove compliance, and that's a big problem. Your ability to keep things shipshape means we can find what we need, when we need it, especially when the Certification Body comes calling. One wrong version of a procedure can invalidate an entire process.
• Trait: Procedure Follower
• Manifestation: You prefer having clear instructions and a step-by-step guide for tasks. When you're given a process, you'll follow it to the letter, asking questions if something isn't clear, rather than trying to invent your own way. You understand that rules are there for a reason, especially in a compliance environment.
• Benefit: In Compliance, consistency is king. We have strict procedures for everything from document control to incident reporting. Your job is to execute these procedures precisely. Deviating from them, even with good intentions, can create inconsistencies that auditors will pick up on, potentially leading to non-conformances. We need someone who respects the process.
• Trait: Inquisitive Learner
• Manifestation: You're not just doing tasks; you're trying to understand *why* they matter. You'll ask questions about the bigger picture, like 'Why do we need this particular signature?' or 'What happens if this report is late?' You're keen to absorb knowledge from your colleagues and actively seek out opportunities to learn more about our standards and systems.
• Benefit: This role is your entry point into a complex world. We need someone who genuinely wants to understand the nuances of quality, health, safety, and environmental compliance. Your curiosity will help you not only perform your tasks better but also spot potential issues and grow into more senior roles. It shows you're invested in more than just ticking boxes.

Supporting Traits

• Trait: Reliable Contributor
• Desc: You're someone the team can count on. If you say you'll get something done, you do it, and you do it on time. This means managing your own workload and communicating clearly if you hit a snag.
• Trait: Calm Under Minor Pressure
• Desc: While we don't expect you to handle major crises, you can stay composed when a deadline looms or a quick request comes in. You won't panic if an auditor asks for something unexpected; you'll calmly find the right person to help.
• Trait: Team-Oriented
• Desc: You enjoy working as part of a group and understand that everyone's contribution matters. You're happy to help out where you can and appreciate support from others.

Primary Motivators

1. Motivator: Structured Work & Clear Guidelines
2. Daily: You'll feel most comfortable when you have a clear procedure to follow for tasks like updating documents or entering data. The predictability of your day-to-day work, which often involves specific checklists and templates, will be a source of satisfaction.
3. Motivator: Contributing to Important Outcomes
4. Daily: Even though your tasks are foundational, you'll feel motivated by knowing that your accurate work directly supports critical company goals, like maintaining ISO certifications and ensuring employee safety. You'll see the impact of your diligence.
5. Motivator: Learning & Development
6. Daily: You'll be keen to learn about the complexities of our IMS, asking questions and absorbing information from more experienced colleagues. The opportunity to understand different ISO standards and compliance requirements will genuinely excite you.

Potential Demotivators

Honestly, this role isn't for you if you crave constant change or dislike following strict rules. You'll spend a lot of time on repetitive tasks, like data entry and document filing, which need to be done the same way, every time. If you get bored easily with routine or feel frustrated by detailed procedural requirements, you'll probably struggle here.

Common Frustrations

1. Dealing with colleagues who don't follow procedures, meaning you have to chase them for correct information or missing documents.
2. The sheer volume of documentation that needs processing, especially during peak times like audit season.
3. Feeling like your work is 'just admin' and not seeing the immediate, high-level impact (though we promise it's vital!).
4. Having to ask the same questions repeatedly to get the information you need from busy operational teams.

What Role Doesn't Offer

1. Significant autonomy or decision-making power early on – you'll be guided closely.
2. A fast-paced, constantly changing environment – it's more about precision and consistency.
3. Direct people management responsibilities.
4. Opportunities for creative problem-solving outside of defined processes.

ADHD Positives

1. The clear, structured nature of many tasks, with defined procedures and checklists, can provide a helpful framework.
2. Opportunities for hyperfocus on detailed data entry or document review, where accuracy is paramount, can be a strength.
3. The role's focus on identifying and escalating anomalies might appeal to a natural inclination to spot patterns or inconsistencies.

ADHD Challenges and Accommodations

1. Repetitive tasks might become challenging over time; we can explore task rotation or incorporate micro-breaks.
2. Staying focused during long periods of data entry can be tough; noise-cancelling headphones or a quiet workspace might help.
3. We'll use visual aids and written instructions wherever possible to reinforce verbal directions and minimise misinterpretations.

Dyslexia Positives

1. The emphasis on systematic processes and visual tools (like flowcharts) can be very effective.
2. Strong spatial reasoning skills can be valuable for understanding document hierarchies and system structures.
3. The need for meticulous organisation can be a strength, as individuals often develop robust compensatory strategies.

Dyslexia Challenges and Accommodations

1. Reading and processing large volumes of text in procedures or reports might be time-consuming; we can use screen readers or text-to-speech tools.
2. Proofreading your own written work (e.g., email communications, brief notes) might require extra time; we encourage using grammar and spell-checking tools and peer review for critical documents.
3. We're happy to provide documents in accessible formats and use coloured overlays or specific fonts if that helps.

Autism Positives

1. The clear expectations, defined procedures, and logical nature of compliance work can be a good fit.
2. A preference for routine and consistency aligns well with the daily demands of document control and data management.
3. An ability to focus intensely on details and spot patterns or discrepancies is highly valued in this role.
4. Direct and factual communication, which is common in compliance, can be a comfortable style.

Autism Challenges and Accommodations

1. Unexpected changes to routine or urgent, unplanned tasks might be unsettling; we'll provide as much advance notice as possible and clear explanations for changes.
2. Social interactions, especially chasing colleagues for information, might be challenging; we can help script communication or use email for initial contact where appropriate.
3. We can offer a consistent workspace and minimise sensory distractions where possible, allowing for focused work.

Key Responsibilities

Experience Levels Responsibilities

1. Level: Entry Level (0-2 years)
2. Responsibilities: Accurately enter incident reports, audit findings, and corrective action details into our EHSQ management system (Intelex, Cority, etc.). Get this wrong, and our data for trend analysis is useless, honestly.
3. Manage and update IMS documents within our control system (MasterControl or SharePoint), ensuring the correct versions are always available and old ones are archived properly. It's tedious, yes, but vital for audits.
4. Assist the IMS Specialists with scheduling internal audits and follow-up meetings, sending out calendar invites and making sure everyone has the right information. You'll be the one making sure people actually turn up.
5. Maintain and update employee training records, making sure everyone's certifications are current and we can prove it. This is a big one for safety compliance, so attention to detail is key.
6. Support the team by preparing basic reports from existing dashboards in Power BI or Tableau – think pulling standard weekly metrics, not building new ones from scratch.
7. Help with the physical filing and archiving of hard copy records, making sure everything is easily retrievable when an auditor asks for 'objective evidence' from three years ago.
8. Learn and understand our core ISO standards (like ISO 9001 and ISO 45001) by reading procedures and asking questions. We won't expect you to be an expert overnight, but you'll need to grasp the basics pretty quickly.
9. Supervision: You'll have daily check-ins with an IMS Specialist or Senior IMS Specialist. All your work, especially data entry and document changes, will be reviewed before it's finalised. You're never really 'on your own' at this level.
10. Decision: Honestly, you won't be making independent decisions here. Any deviation from a procedure, any unusual request, or any uncertainty needs to be escalated immediately to your supervisor. Your job is to follow the process, not to interpret it.
11. Success: You'll know you're doing well if your data entry is consistently accurate, your documents are always up-to-date, and you're proactively asking questions when you're unsure. Meeting deadlines for administrative tasks is also a big win.

Decision-Making Authority

• Type: Document Version Control
• Entry: Follow existing procedure for updating and archiving documents. Escalate any ambiguity or conflict.
• Mid: Independently manage document versioning within established guidelines. Propose minor improvements to the process.
• Senior: Design and implement new document control workflows. Approve major changes to the document hierarchy.
• Type: Corrective Action Follow-up
• Entry: Enter CAR details, track due dates, and flag overdue actions to supervisor.
• Mid: Chase overdue CARs with assignees, offer basic support, and escalate persistent non-compliance.
• Senior: Lead CAR review meetings, approve closure of CARs, and identify systemic issues from repeat actions.
• Type: Audit Scheduling
• Entry: Send meeting invites and reminders based on the audit plan provided by a senior team member.
• Mid: Independently schedule internal audits within the annual plan, managing conflicts and logistics.
• Senior: Develop the annual internal audit schedule and allocate audit resources. Approve auditor assignments.

Competency Requirements

Foundation Skills (Transferable)

These are the basic, everyday skills that will help you thrive in this role. They're not rocket science, but getting them right consistently is what makes a huge difference in a compliance environment. We're looking for someone who can communicate clearly, solve simple problems, and manage their time effectively.

• Category: Communication & Collaboration
• Skills: Clear Written Communication: Writing concise emails and notes that are easy to understand, without jargon or ambiguity.
• Active Listening: Paying attention to instructions and questions, making sure you've understood correctly before acting.
• Teamwork: Working effectively with your immediate team, offering support and asking for help when you need it.
• Category: Problem-Solving & Initiative
• Skills: Following Instructions: Accurately executing tasks based on given procedures and guidelines, without skipping steps.
• Basic Troubleshooting: Identifying when something isn't working as expected (e.g., a link is broken, data is missing) and knowing when to escalate it.
• Initiative (within scope): Taking responsibility for your assigned tasks and proactively asking for the next thing to do if you're finished.
• Category: Organisation & Attention to Detail
• Skills: Task Management: Organising your daily tasks to meet deadlines, even if they're simple administrative ones.
• Data Accuracy: Ensuring that any information you input or transfer is correct, down to the last number or letter.
• Document Control Principles: Understanding the importance of version control, archiving, and accessibility for all documents.

Functional Skills (Role-Specific Technical)

These are the more specific skills and tools you'll be using day-to-day. You don't need to be an expert coming in, but a willingness to learn and a basic grasp of these areas will set you up for success. We'll provide training, of course.

Technical Competencies

• Skill: ISO Management System Awareness
• Desc: A basic understanding of what ISO standards (like ISO 9001 for Quality or ISO 45001 for Health & Safety) are and why they matter to a business. You'll know what a 'procedure' or a 'non-conformance' generally refers to.
• Level: Basic
• Skill: Basic Root Cause Analysis (RCA) Concepts
• Desc: An understanding that when something goes wrong, we need to find out *why*, not just fix the symptom. You'll recognise simple RCA tools like the '5 Whys' if explained, but won't be leading sessions yet.
• Level: Basic
• Skill: Process Mapping Interpretation
• Desc: The ability to read and understand a simple flowchart or process map. You'll know what the different shapes mean and can follow the flow of a process from start to finish.
• Level: Basic

Digital Tools

• Tool: EHSQ/GRC Platforms (e.g., Intelex, Cority, VelocityEHS)
• Level: Basic
• Usage: You'll be using these systems for data entry for incidents and audit findings, running pre-built reports, and managing your assigned tasks like document reviews.
• Tool: Document Control Systems (e.g., MasterControl, SharePoint with versioning)
• Level: Basic
• Usage: Uploading and downloading documents, following established review workflows, and locating the most current versions of procedures and forms.
• Tool: BI & Reporting Tools (e.g., Power BI, Tableau)
• Level: Basic
• Usage: Viewing and interacting with existing dashboards and reports to pull specific numbers when asked, but not building new ones.
• Tool: Microsoft Office Suite (Word, Excel, Outlook)
• Level: Intermediate
• Usage: Creating and editing documents, managing spreadsheets for basic data tracking, and handling all your email communications and calendar invites.

Industry Knowledge

• Area: Health & Safety Fundamentals
• Desc: A basic awareness of common workplace hazards and the importance of safety procedures. You'll understand why we have things like risk assessments and safety inductions.
• Area: Quality Control Basics
• Desc: An understanding that products or services need to meet certain standards, and that consistency is key. You'll grasp the idea of checking work to prevent mistakes.

Regulatory Compliance Regulations

• Reg: Health and Safety at Work etc. Act 1974 (UK)
• Usage: You'll understand that this is the primary piece of legislation governing workplace safety in the UK and why it requires employers to manage risks. You won't be interpreting it, but you'll know it exists.
• Reg: Environmental Permitting Regulations (UK)
• Usage: A basic understanding that certain business activities require environmental permits and that we need to comply with their conditions. You'll know where to find relevant documents if asked.

Essential Prerequisites

• Strong organisational skills – you'll need to keep track of a lot of information.
• Excellent attention to detail – a misplaced comma can sometimes matter in compliance.
• Proficiency with standard office software, especially Microsoft Excel and Word.
• A genuine willingness to learn and follow established procedures.
• Good written and verbal communication skills for clear internal interactions.
• A positive attitude and a desire to be a reliable team member.

Career Pathway Context

These are the foundational skills we expect you to bring with you. We're not looking for a seasoned expert, but someone who's ready to roll up their sleeves, learn our systems, and become a trusted pair of hands. If you've got these basics down, we can teach you the rest.

Qualifications & Credentials

Emerging Foundation Skills

• Skill: Digital Literacy & Automation Mindset
• Why: More and more routine tasks, especially in document control and data entry, are being automated. Your value will shift from simply executing these tasks to understanding how the automation works, identifying opportunities for it, and validating its outputs.
• Concepts: [{'concept_name': 'Basic Workflow Automation', 'description': "Understanding how simple 'if this, then that' rules can automate repetitive steps in a process."}, {'concept_name': 'Data Integrity in Automated Systems', 'description': 'Knowing that even with automation, you still need to check if the data going in and coming out is correct.'}, {'concept_name': 'Digital Record Keeping', 'description': 'Familiarity with cloud-based storage, digital signatures, and electronic audit trails.'}]
• Prepare: This month: Pay close attention to any repetitive tasks you do and think about how you'd explain them to a computer.
• Next quarter: Learn how to use basic automation features within Microsoft 365 (e.g., setting up rules in Outlook, simple Power Automate flows).
• Month 6: Shadow an IMS Specialist who's working with an automated process to understand their validation steps.
• QuickWin: Start using simple digital checklists for your own tasks. Get comfortable with online collaboration tools like Microsoft Teams or Slack.

Advancing Technical Skills

• Skill: EHSQ System Configuration Basics
• Why: As you get more familiar with our EHSQ platform (e.g., Intelex), you'll start to understand how it's set up. Being able to make minor tweaks or suggest improvements to forms and workflows will become increasingly valuable.
• Concepts: [{'concept_name': 'Form Field Management', 'description': 'Understanding how different fields on a form (e.g., incident report) are configured and linked.'}, {'concept_name': 'Basic Workflow Logic', 'description': 'Grasping how a task moves from one person to another within the system based on rules.'}, {'concept_name': 'User Permissions', 'description': 'Understanding who can see and do what within the system.'}]
• Prepare: This quarter: Ask your supervisor to show you the 'admin' side of one of our EHSQ system modules.
• Next 6 months: Try to understand the configuration behind a simple form you use regularly.
• Month 9: Propose one small, practical improvement to an existing form or workflow within the EHSQ system.
• QuickWin: Familiarise yourself with all the different modules in our EHSQ system and how they connect. Read the system's user manual, honestly, it's more useful than you think.

Education Requirements

• Level: Minimum
• Req: GCSEs (or equivalent) in English and Maths at grade C/4 or above.
• Alts: Relevant vocational qualifications (e.g., NVQ Level 2/3 in Business Administration) or demonstrable equivalent work experience.
• Level: Preferred
• Req: A-Levels (or equivalent) in a relevant subject (e.g., Business Studies, IT, Science).
• Alts: A recognised qualification in Quality, Health & Safety, or Environmental Management (e.g., NEBOSH, IOSH) would be a bonus, but certainly not essential at this level.

Experience Requirements

We're looking for someone with 0-2 years of experience in an administrative, data entry, or office support role. What really counts is your ability to show us you're organised, pay attention to detail, and can follow instructions. Experience working in a regulated environment, even if it's just a heavily procedural office, would be a plus, but it's not a deal-breaker.

Preferred Certifications

• Cert: IOSH Working Safely
• Prod: Institution of Occupational Safety and Health (IOSH)
• Usage: Shows a basic understanding of workplace health and safety, which is fundamental to our IMS.
• Cert: Internal Auditor (ISO 9001 or 45001)
• Prod: Various accredited training bodies
• Usage: Demonstrates an early interest in auditing principles and how management systems are assessed, which is core to the IMS team's work.

Recommended Activities

• Shadowing IMS Specialists during internal audits or incident investigations to gain practical insight.
• Completing internal company training modules on our IMS policies and procedures.
• Attending webinars or introductory courses on ISO standards and compliance topics.
• Taking initiative to read and understand our key IMS documents, like our Quality Manual or Safety Policy.

Career Progression Pathways

Entry Paths to This Role

• Path: School Leaver / College Graduate
• Time: 0-1 year
• Path: Administrative Assistant / Office Support
• Time: 1-2 years
• Path: Entry-Level Quality/Safety Assistant (other industries)
• Time: 1-2 years

Career Progression From This Role

• Pathway: IMS Specialist (Level 2)
• Time: 2-3 years in the Coordinator role

Long Term Vision Potential Roles

• Title: Senior IMS Specialist / Internal Auditor
• Time: 5-8 years from entry
• Title: IMS Lead / Principal
• Time: 8-12 years from entry
• Title: IMS Manager
• Time: 12-16 years from entry

How Zavmo Delivers This Role's Development

DISCOVER Phase: Skills Gap Analysis

Zavmo maps your current competencies against all requirements in this job description through conversational assessment. We evaluate your foundation skills (communication, strategic thinking), functional skills (CRM expertise, negotiation), and readiness for career progression.

Output: Personalised skills gap heat map showing strengths and priorities, estimated time to competency, neurodiversity accommodations.

DISCUSS Phase: Personalised Learning Pathway

Based on your DISCOVER results, Zavmo creates a personalised learning plan prioritised by impact: foundation skills first, then functional skills. We adapt to your learning style, pace, and neurodiversity needs (ADHD, dyslexia, autism).

Output: Week-by-week schedule, each module linked to specific job responsibilities, checkpoints and milestones.

DELIVER Phase: Conversational Learning

Learn through conversation, not boring modules. Zavmo uses 10 conversation types (Socratic dialogue, role-play, coaching, case studies) to build competence. Practice difficult QBR presentations, negotiate tough renewals, and handle churn conversations in a safe AI environment before facing real clients.

Example: "For 'Stakeholder Mapping', Zavmo will guide you through analysing a complex enterprise account, identifying key decision-makers, and building an engagement strategy."

DEMONSTRATE Phase: Competency Assessment

Zavmo automatically builds your evidence portfolio as you learn. Every conversation, practice scenario, and application example is captured and mapped to NOS performance criteria. When ready, your portfolio supports OFQUAL qualification claims and demonstrates competence to employers.

Output: Competency matrix, evidence portfolio (downloadable), qualification readiness, career progression score.