Quality Coordinator

Role Purpose & Context

Role Summary

The Quality Coordinator is here to make sure our quality management system (QMS) runs smoothly day-to-day. You'll be gathering data, keeping records tidy, and helping out with basic compliance tasks, which directly impacts our ability to meet customer expectations and regulatory standards. You'll work closely with the Quality Engineers and production teams, making sure that what we say we do, we actually do. When you do this job well, our audits go smoothly, and we catch little issues before they become big problems. If things aren't done properly, we could face product recalls, customer complaints, or even regulatory fines, which nobody wants. The tricky part is learning all the different processes and making sure every detail is correct, even when things are busy. The reward? You'll be part of a team that genuinely keeps people safe and ensures we deliver top-notch products, which is pretty satisfying.

Reporting Structure

• Reports to: Quality Engineer
• Direct reports: 0
• Matrix relationships: Junior Quality Assistant, Quality Administrator, Compliance Support Officer,

Key Stakeholders

Internal:

• Quality Engineers (your direct team)
• Production Operators and Supervisors
• Warehouse and Logistics Teams
• Junior Purchasing Staff

External:

• External Auditors (indirectly, by keeping records in order)
• Suppliers (for basic documentation requests)

Organisational Impact

Scope: This role underpins the entire Quality Management System. Your meticulous record-keeping and accurate data collection mean the senior team can make informed decisions. Get it wrong, and we're flying blind on compliance and product quality. Get it right, and we build a solid foundation for continuous improvement and regulatory success.

Performance Metrics

Quantitative Metrics

1. Metric: NCR (Non-Conformance Report) Data Entry Accuracy
2. Desc: How accurately you log details for non-conformance reports.
3. Target: <1% error rate on data fields
4. Freq: Monthly spot checks
5. Example: If you log 100 NCRs in a month, we'd expect fewer than one data entry error (e.g., wrong date, incorrect product code, missing description).
6. Metric: Assigned CAPA Task Completion Rate
7. Desc: The percentage of corrective and preventive action (CAPA) tasks assigned to you that you complete on time.
8. Target: >95% completion within agreed deadlines
9. Freq: Weekly review with manager
10. Example: If you're given 10 tasks to upload evidence for a CAPA by Friday, we'd expect 9 or 10 of them to be done by then.
11. Metric: Document Control Adherence
12. Desc: How well you follow our document control procedures when handling, filing, or updating quality documents.
13. Target: Zero instances of incorrect version control or unauthorised document changes
14. Freq: Quarterly internal audit
15. Example: You correctly use the document management system to check out, edit, and check in a procedure, ensuring the correct version number is applied every time.
16. Metric: Inspection Data Collection Timeliness
17. Desc: Ensuring all inspection records are entered into the system within the specified timeframe.
18. Target: All records entered within 24 hours of inspection activity
19. Freq: Daily system checks
20. Example: After a batch inspection is completed at 3 PM, you've got until 3 PM the next day to get all the results logged in the QMS.

Qualitative Metrics

1. Metric: Adherence to Standard Operating Procedures (SOPs)
2. Desc: How consistently you follow established procedures for all your tasks, without taking shortcuts.
3. Evidence: Your manager or colleagues observe you consistently following steps in SOPs for data entry, document handling, and basic inspection tasks. You can explain the 'why' behind a procedure when asked.
4. Metric: Proactive Learning and Questioning
5. Desc: Your willingness to ask questions, seek clarification, and learn from mistakes or new situations.
6. Evidence: You regularly ask thoughtful questions about processes you don't fully understand. You take notes during training. You show initiative in trying to understand the bigger picture of why certain quality steps are important.
7. Metric: Team Collaboration and Support
8. Desc: How well you work with others in the Quality team and support their efforts.
9. Evidence: You offer to help colleagues when your own tasks are complete. You communicate clearly about your workload and progress. You're easy to work with and contribute positively to team discussions.
10. Metric: Attention to Detail in Documentation
11. Desc: Your ability to spot small errors or inconsistencies in documents and data.
12. Evidence: You flag minor discrepancies in records before they're reviewed. Your own work (e.g., forms you fill out, data you enter) is consistently free of small errors. You notice when a form is missing a required signature.

Primary Traits

• Trait: Meticulous
• Manifestation: You're the person who checks the form twice to make sure every box is ticked and every date is correct. You spot that a signature is missing or that a batch number has been mis-typed. You genuinely enjoy making sure things are organised and accurate, because you know the small details matter.
• Benefit: In quality, a tiny error in documentation can have huge consequences down the line – from failing an audit to shipping a non-compliant product. We need someone who instinctively cares about getting things right, not just getting them done. Your accuracy protects us.
• Trait: Inquisitive Learner
• Manifestation: When you don't understand something, you ask 'why?' You're not afraid to admit you don't know and you'll seek out answers, whether that's asking a colleague, looking up a procedure, or doing a bit of research. You're keen to understand how things work and how they fit into the bigger picture.
• Benefit: Our quality systems are complex, and regulations change. We don't expect you to know everything on day one, but we do need you to be a sponge. Asking questions helps you learn faster, prevents mistakes, and ultimately makes you a more valuable member of the team. Stagnation isn't an option here.
• Trait: Dependable
• Manifestation: If you say you'll do something, you do it. You turn up on time, you meet your deadlines (or communicate early if you can't), and you're there when the team needs you. People can count on you to complete your assigned tasks without constant chasing.
• Benefit: The Quality team relies on everyone pulling their weight, especially when it comes to routine tasks like data entry or record keeping. If these basic tasks aren't done reliably, it creates bottlenecks and makes everyone else's job harder. Your reliability builds trust and keeps our processes flowing.

Supporting Traits

• Trait: Organised
• Desc: You like a tidy desk (physical and digital) and you know where to find things. You can manage multiple small tasks without dropping the ball, keeping track of what needs doing and when.
• Trait: Patient
• Desc: You can handle repetitive tasks without getting frustrated. You understand that some processes take time and that learning new things isn't always instant. You're calm when things get a bit hectic.
• Trait: Clear Communicator
• Desc: You can explain things simply and clearly, whether you're asking a question or relaying information. You're comfortable writing emails that are easy to understand and don't leave people guessing.

Primary Motivators

1. Motivator: Making a Tangible Difference
2. Daily: You'll see your direct input in keeping our products safe and compliant. When an audit goes well because your records were perfect, you'll know you contributed directly. You're not just pushing paper; you're protecting our reputation and our customers.
3. Motivator: Structured Learning and Development
4. Daily: This role is a fantastic stepping stone. You'll be constantly learning about quality systems, regulations, and manufacturing processes. There's a clear path to becoming a Quality Engineer, and we'll support you with training and mentorship.
5. Motivator: Working in a Supportive Team
6. Daily: You won't be left to sink or swim. You'll have a dedicated Quality Engineer as your direct manager, always there to answer questions and guide you. The whole team is focused on helping each other succeed.

Potential Demotivators

Honestly, if you're someone who needs constant novelty or struggles with following detailed instructions, this might not be the right fit. There's a fair bit of routine work involved, and sometimes you'll be doing tasks that feel a bit repetitive, even if they're crucial. If you prefer to 'wing it' rather than stick to a procedure, you'll probably find yourself frustrated here.

Common Frustrations

1. Sometimes, you'll be asked to chase people for information or signatures, and they won't always be quick to respond. It can feel a bit like herding cats.
2. You might find yourself doing the same data entry tasks repeatedly. It's essential, but it can get a bit monotonous.
3. Learning all the different acronyms and specific procedures can be overwhelming at first. There's a lot to take in.
4. Occasionally, you'll spot a mistake that someone else made, and it can be frustrating if it impacts your workflow or means you have to redo something.

What Role Doesn't Offer

1. Immediate decision-making authority on critical quality issues. That comes with experience.
2. A purely creative or unstructured work environment. We need structure here.
3. The ability to ignore procedures you don't agree with. Compliance is key.
4. A role where you're constantly leading big projects from day one.

ADHD Positives

1. The clear, structured tasks and defined procedures can provide a helpful framework, reducing ambiguity.
2. The variety of small, distinct tasks (data entry, filing, basic checks) might help with task switching and maintaining engagement.
3. The focus on meticulous detail can be a strength if hyperfocus can be directed towards accuracy and compliance.

ADHD Challenges and Accommodations

1. Repetitive tasks might lead to boredom or difficulty sustaining attention; we can offer breaks or task rotation where possible.
2. Maintaining focus during long periods of data entry or documentation could be challenging; we can help by breaking tasks into smaller chunks.
3. Organisation of physical and digital files might require extra support; we can provide clear templates and regular check-ins on systems.

Dyslexia Positives

1. The role involves a lot of structured data entry and checklist-based work, which can be less reliant on free-form writing.
2. Visual aids, flowcharts, and clear step-by-step instructions are common in quality procedures, which can be very helpful.
3. The emphasis on accuracy and spotting discrepancies can be a strong point, as individuals with dyslexia often develop excellent compensatory strategies for proofreading.

Dyslexia Challenges and Accommodations

1. Reading and understanding dense regulatory documents or lengthy SOPs might take longer; we can offer text-to-speech software and allow extra time for review.
2. Written communication for reports or emails could be a hurdle; we can encourage the use of templates, provide proofreading tools, and offer support for drafting.
3. Complex forms or systems with many fields could be tricky; we can provide one-on-one training and simplified user guides.

Autism Positives

1. The high degree of structure, clear procedures, and emphasis on logical processes within quality management can be a good fit.
2. Tasks often require deep focus and attention to detail, which can align well with autistic strengths.
3. Predictable daily routines and clear expectations are common, which can reduce anxiety about the unknown.

Autism Challenges and Accommodations

1. Unexpected changes to procedures or urgent requests might be unsettling; we can try to give as much notice as possible and explain the 'why' behind changes.
2. Interacting with many different people across departments might be draining; we can offer quiet spaces for focused work and clear guidelines for communication.
3. Interpreting unspoken social cues in team meetings could be difficult; we encourage direct, clear communication and can provide meeting agendas in advance.

Key Responsibilities

Experience Levels Responsibilities

1. Level: Entry Level (0-2 years)
2. Responsibilities: Execute routine product and process inspections, following established checklists and procedures to confirm compliance with specifications.
3. Support the Non-Conformance Report (NCR) process by accurately logging new non-conformances, attaching relevant evidence, and tracking their initial status in our QMS system.
4. Assist Quality Engineers with Corrective and Preventive Action (CAPA) tasks, which usually means gathering documentation, uploading evidence, and updating status reports.
5. Maintain accurate and up-to-date quality records, including inspection reports, calibration certificates, and training logs, ensuring they're easily retrievable for audits.
6. Learn and apply the basic principles of our Quality Management System (QMS), specifically understanding your role within ISO 9001 requirements (yes, it's a bit dry, but essential).
7. Document minor process deviations or observations during Gemba walks, making sure to clearly describe what you saw and who you told.
8. Assist with internal audits by pulling requested documentation and helping auditors find the records they need (it's like being a librarian for quality).
9. Supervision: You'll have daily check-ins with your Quality Engineer, especially during your first few months. All your work, from data entry to inspection reports, will be reviewed before it's finalised. Think of it as paired work initially, moving to more independent tasks as you gain confidence.
10. Decision: Honestly, at this level, you won't be making independent decisions on quality issues. Your job is to identify, document, and escalate. Any deviation from a procedure, any unusual finding, or any request from outside the team needs to be flagged to your Quality Engineer. You'll follow instructions to the letter.
11. Success: You'll be successful if your records are consistently accurate and complete, you meet your assigned task deadlines, and you show a genuine eagerness to learn and understand our quality systems. Proactively asking questions and flagging potential issues will also be a big win.

Decision-Making Authority

• Type: Process Deviation / Non-Conformance
• Entry: Identify the deviation, document it, and immediately escalate to your Quality Engineer.
• Mid: Investigate the root cause, propose a containment action, and recommend a corrective action to your manager.
• Senior: Approve containment and corrective actions, assess risk, and decide on the impact to product release.
• Type: Document Control Changes
• Entry: Follow the established procedure to retrieve, edit (if instructed), and re-file documents. Any new document creation or major revision needs approval.
• Mid: Draft new or revised procedures based on process improvements, submit for review and approval by relevant stakeholders.
• Senior: Approve new or revised QMS documents within your scope, ensuring compliance and effectiveness across the department.
• Type: Supplier Quality Issues
• Entry: Document incoming material non-conformances and inform the Quality Engineer and Purchasing team.
• Mid: Raise Supplier Corrective Action Requests (SCARs), follow up with suppliers, and verify effectiveness of their actions.
• Senior: Approve supplier quality plans, conduct supplier audits, and make decisions on supplier qualification status.

Competency Requirements

Foundation Skills (Transferable)

These are the fundamental skills that will help you thrive in any professional environment, especially in a role where precision and clear communication are paramount. We're looking for someone who can listen, learn, and work effectively with others.

• Category: Communication & Collaboration
• Skills: Active Listening: Really hearing what people say and asking clarifying questions.
• Clear Written Communication: Writing emails and reports that are easy to understand, without jargon.
• Teamwork: Supporting colleagues and contributing positively to team goals.
• Feedback Receptiveness: Being open to constructive criticism and using it to improve.
• Category: Problem Solving & Attention to Detail
• Skills: Basic Problem Identification: Spotting when something isn't right or doesn't follow the procedure.
• Data Accuracy: Ensuring numbers and text are entered correctly, double-checking your work.
• Organisational Skills: Managing your tasks, files, and time effectively to meet deadlines.
• Following Instructions: Adhering meticulously to established procedures and guidelines.
• Category: Professionalism & Adaptability
• Skills: Punctuality & Reliability: Being on time and consistently delivering on your commitments.
• Initiative: Taking responsibility for your tasks and proactively seeking solutions or asking for help when stuck.
• Adaptability: Being able to adjust to minor changes in tasks or priorities without too much fuss.
• Ethical Conduct: Upholding integrity and honesty in all your work, especially with compliance data.

Functional Skills (Role-Specific Technical)

These are the specific skills and tools you'll use day-to-day in a Quality Coordinator role. We don't expect you to be an expert from day one, but a willingness to learn and a basic understanding will certainly help you hit the ground running.

Technical Competencies

• Skill: Basic Quality Management System (QMS) Principles
• Desc: Understanding what a QMS is, why we have one, and the basic structure of ISO 9001. You'll know what an SOP is and why it's important to follow it.
• Level: Basic
• Skill: Data Collection & Entry
• Desc: Accurately collecting data from inspections or processes and entering it into our digital systems, making sure there are no typos or errors.
• Level: Intermediate
• Skill: Documentation Control
• Desc: Understanding how to find, file, and manage quality documents (e.g., procedures, records, forms) according to our version control system.
• Level: Intermediate
• Skill: Basic Root Cause Analysis (RCA) Awareness
• Desc: Knowing what a 'root cause' is and understanding simple tools like the '5 Whys' to help identify the fundamental reason for an issue, rather than just the symptom.
• Level: Basic

Digital Tools

• Tool: QMS/EHS Platform (e.g., Intelex, ETQ Reliance)
• Level: Intermediate
• Usage: Entering data for incidents or non-conformances, pulling standard reports, completing assigned CAPA tasks, and finding specific documents.
• Tool: Microsoft Office Suite (Word, Excel, Outlook)
• Level: Intermediate
• Usage: Creating simple documents, managing spreadsheets (basic formulas), sending professional emails, and scheduling meetings.
• Tool: Collaboration & Document Management (e.g., SharePoint, MS Teams)
• Level: Intermediate
• Usage: Managing permissions on team sites, using document version control, participating in team channels for communication.
• Tool: BI & Reporting (e.g., Power BI, Tableau)
• Level: Basic
• Usage: Using existing dashboards to monitor key performance indicators (KPIs) relevant to your tasks, understanding what the numbers mean, but not building new dashboards.

Industry Knowledge

• Area: Manufacturing Processes
• Desc: A basic grasp of how products are made, the different stages involved, and where quality checks typically happen. You don't need to be an engineer, just understand the flow.
• Area: Health & Safety Fundamentals
• Desc: Awareness of basic workplace safety rules, understanding the importance of personal protective equipment (PPE), and knowing how to report hazards or incidents.

Regulatory Compliance Regulations

• Reg: ISO 9001 (Quality Management Systems)
• Usage: Understanding that our QMS is built around this standard and that your tasks contribute to its requirements (e.g., record keeping, document control).
• Reg: Relevant Industry-Specific Regulations (e.g., UKCA marking, specific product safety directives)
• Usage: Knowing that these exist and that our products must comply. You'll learn the specifics as you go, but a general understanding of 'why' we do things is helpful.

Essential Prerequisites

• A genuine interest in quality, compliance, or health and safety – not just 'a job'.
• The ability to follow detailed instructions and procedures without deviation.
• Good basic computer skills (typing, navigating software, using email).
• A strong work ethic and a proactive approach to learning.
• Reliability and punctuality – your team will count on you.

Career Pathway Context

We're looking for someone who sees this role as a foundation. You don't need years of experience, but you do need the right attitude and a willingness to master the fundamentals. This role is designed to teach you the ropes, setting you up for a successful career in quality.

Qualifications & Credentials

Emerging Foundation Skills

• Skill: Basic Data Visualisation for Quality Trends
• Why: Quality is increasingly data-driven. Being able to quickly see trends in non-conformances or inspection results helps everyone understand what's going on, rather than just looking at raw numbers. It makes data more accessible.
• Concepts: [{'concept_name': 'Simple Charts (Bar, Line, Pie)', 'description': 'Knowing when to use each type of chart to represent different kinds of quality data.'}, {'concept_name': 'Pareto Charts', 'description': "Understanding how to use this chart to identify the 'vital few' causes of problems."}, {'concept_name': 'Basic Dashboards', 'description': 'Recognising how a simple dashboard can summarise key quality metrics at a glance.'}]
• Prepare: This month: Spend 30 minutes each week exploring existing dashboards in Power BI or Tableau (if available), trying to understand what they're showing.
• Next quarter: Take a free online course on basic Excel charting or Google Sheets data visualisation.
• Month 6: Try to create one simple chart from some quality data you've collected, just for practice (show it to your manager for feedback!).
• QuickWin: Start paying attention to how data is presented in reports you see. Ask your Quality Engineer how they use charts to understand quality performance.

Advancing Technical Skills

• Skill: Understanding AI in Quality Assurance
• Why: AI is already starting to automate visual inspections, predict failures, and help with report writing. Understanding its capabilities (and limitations) will be crucial for any quality professional, even at an entry level, to work effectively with these tools.
• Concepts: [{'concept_name': 'Machine Vision Basics', 'description': "How cameras and AI can 'see' defects on a production line."}, {'concept_name': 'Predictive Analytics for Quality', 'description': 'How data can be used to forecast potential issues before they happen.'}, {'concept_name': 'AI for Document Analysis', 'description': 'How AI can help summarise regulations or draft reports from notes.'}]
• Prepare: This month: Read a couple of articles online about 'AI in manufacturing quality' or 'AI for compliance'.
• Next quarter: Look for free webinars or introductory courses on AI concepts – no need to code, just understand the ideas.
• Month 6: Experiment with some of the AI tools in our Productivity Hub for tasks like summarising documents or drafting emails.
• QuickWin: Start using AI tools like ChatGPT or Claude for basic tasks outside of work, just to get comfortable with how they work and what they can do.

Education Requirements

• Level: Minimum
• Req: GCSEs (or equivalent) in English and Maths at grade 4 (C) or above.
• Alts: A relevant vocational qualification (e.g., BTEC in Engineering, Manufacturing, or Business Administration) or demonstrable equivalent work experience.
• Level: Preferred
• Req: A-Levels (or equivalent) in a science, technology, engineering, or maths subject.
• Alts: N/A

Experience Requirements

We're looking for 0-2 years of experience. This could be from a previous administrative role where you handled a lot of documentation, an apprenticeship in a manufacturing or technical environment, or even a customer service role where attention to detail was key. What really matters is showing us you can follow procedures, keep records tidy, and have a genuine interest in quality or compliance. We're happy to consider bright, enthusiastic graduates too.

Preferred Certifications

• Cert: ISO 9001 Awareness
• Prod: Various (e.g., BSI, LRQA, online providers)
• Usage: Shows you've got a basic understanding of quality management systems, which will help you pick up our processes faster.
• Cert: Health and Safety (e.g., IOSH Working Safely)
• Prod: IOSH or similar
• Usage: Demonstrates an understanding of basic workplace safety, which is always a plus in our industry.

Recommended Activities

• Participate in all internal QMS training sessions with enthusiasm.
• Shadow Quality Engineers or Production Supervisors to understand processes on the shop floor.
• Read up on industry-specific quality blogs or publications to stay informed.
• Seek feedback regularly from your manager and colleagues to identify areas for improvement.

Career Progression Pathways

Entry Paths to This Role

• Path: Apprenticeship in Quality or Manufacturing
• Time: 1-2 years
• Path: Administrative Assistant / Data Entry Role
• Time: 1-3 years
• Path: Production Operator / Technician
• Time: 2-4 years

Career Progression From This Role

• Pathway: Quality Engineer (Level 2)
• Time: 2-4 years from Quality Coordinator

Long Term Vision Potential Roles

• Title: Senior Quality Engineer (Level 3)
• Time: 5-8 years
• Title: Quality Manager (Level 5)
• Time: 10-15 years
• Title: Director of Quality & Compliance (Level 6)
• Time: 15-20+ years

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.