QA Admin

Explore your next opportunity at a Fortune Global 500 organization. Envision innovative possibilities, experience our rewarding culture, and work with talented teams that help you become better every day. We know what it takes to lead UPS into tomorrow—people with a unique combination of skill + passion. If you have the qualities and drive to lead yourself or teams, there are roles ready to cultivate your skills and take you to the next level.

Job Description

Polar Speed, a UPS company, is a logistics company and innovative provider of temperature sensitive transportation and pharmaceutical supply chain solutions in the UK.

Polar Speed has a reputation for quality, compliance, operational and customer facing technology and monitoring solutions in the growing temperature-sensitive pharmaceutical logistics market in the UK.

The company specialises in active temperature-controlled deliveries to hospitals, pharmacies, wholesalers and medical care surgeries as well as to end patients which it serves through its homecare business. Its customers include some of the best known pharmaceutical brands in the world.

Quality Assurance Administrator

Based at Polarspeed Distribution Ltd, 7 Chartmoor Road, Site 1 Leighton Buzzard, Bedfordshire, LU7 4WG

Hours: 40 – Monday to Friday

Salary: £29,000 per annum

Job Purpose And Key Responsibilities

Quality Assurance Administrators assist with daily administrative tasks including logging and reporting of incidents, order release on Polar Track, setting up new users on training system, daily management of shared quality inbox, communication with clients and internal customers.

General

Manage the QA and Zen inboxes, providing appropriate and timely responses to internal and external queries. Assists in the interpretation of regulations and procedures for clients to facilitate and ensure compliance. Assists in coordinating document and data control (e.g. numbering, version control, controlled copies, etc.) to ensure documentation and data are maintained in an orderly manner and meet quality standards. Assists with creation, approval, and maintenance of controlled documentation, including procedures, work instructions, forms, and records. Manages the distribution of client audit packs and arranges client audit bookings via the booking system.

Incident Management

Accurate logging, notification and reporting of incidents (including deviations, client feedback and complaints) to internal and external customers. Reviews quality system documentation to ensure accuracy in identifying quarantined and released products. Supports product release following confirmation from the client or Polar Speed Responsible Person. Follows up on product release to verify and ensure that procedures are being followed. Notifies action and CAPA project owners of new and open actions. Assists with the monitoring of action and CAPA completion and provides KPI reports to QA Managers.

Training

Manages user accounts in Zen QMS, including setting up new users, assigning training and deactivating accounts for leavers. Manages Zen QMS user group members and document allocation, with support from senior QA team members. Supports the implementation and maintenance of training programs. Monitors training compliance and provides training KPI reports to Line Managers.

Accountability

Internal

Head of Quality Assurance and Regulatory Affairs Responsible Persons and Qualified Person Departmental Managers including Operations and Pharmacy

External

Regulatory Agencies Client Quality Departments Suppliers

Complexity

Strong organisational and communication skills, with excellent attention to detail. Able to show initiative and be proactive, working well under pressure. Able to build effective working relationships with other members of the QA team, internal customers, and clients. Good understanding of the quality standards required and able to promote a positive quality culture within the company. Must appreciate the need to retain confidentiality where appropriate.

Specialised Knowledge

Able to use Word, Outlook, Excel, Teams, and PowerPoint. Use of electronic QMS (Zen QMS) and Polar Track – training will be provided as required. Demonstrate a general understanding of company policies and procedures, pharmaceutical logistics and supply chain. Knowledge of GDP.

Specific additional duties of individual i.e. additional to standard role

Support Head of QA, QA Managers, Responsible Persons, and Qualified Person when required.

Employee Type

Permanent

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.