Job Purpose

The IMS & Compliance Coordinator is responsible for the day-to-day administration, maintenance and continuous improvement of the Company's Integrated Management System (IMS), ensuring that management system documentation, records, registers, actions and compliance requirements are effectively maintained and monitored.

The role is primarily focused on document control, audit coordination, action tracking, reporting, and management system administration, supporting the organisation's compliance with ISO 9001, ISO 14001 and ISO 45001 requirements. The position works closely with the Business Support Manager and operational stakeholders to ensure company procedures, records and controls remain up to date, effective and consistently implemented across the business.

Key Responsibilities

Integrated Management System Administration

Maintain and continuously improve the Integrated Management System in accordance with ISO 9001, ISO 14001 and ISO 45001.
Maintain management system registers, trackers and records.
Ensure management system documentation remains current, controlled and accessible.
Support management reviews through the preparation of reports, data and supporting documentation.
Coordinate certification, surveillance and recertification audits.
Support the implementation and monitoring of management system objectives, KPIs and improvement plans.

Documentation & Document Control

Develop, review, update and maintain policies, procedures, SOPs, forms, work instructions and other controlled documents.
Maintain document version control and document approval workflows.
Ensure consistency of documentation in accordance with company templates, document control requirements and brand standards.
Maintain master document registers and ensure obsolete documents are appropriately removed from circulation.
Ensure records are retained and archived in accordance with company requirements.

Audit Coordination

Coordinate internal audit schedules and support auditors during audit activities.
Prepare audit documentation, evidence files and supporting records.
Maintain audit trackers and monitor completion of audit actions.
Support external, customer and certification audits.
Ensure audit findings are recorded, tracked and closed within agreed timeframes.

Corrective & Preventive Actions

Maintain corrective action, preventive action and improvement registers.
Follow up with action owners to ensure timely completion of assigned actions.
Track progress of non-conformities, audit findings, incidents, complaints and improvement initiatives.
Verify evidence provided for action closure and maintain accurate records.

Reporting & Performance Monitoring

Prepare monthly, quarterly and annual compliance and management system reports.
Maintain KPI trackers and performance dashboards.
Perform basic trend analysis on incidents, audits, corrective actions, training and compliance activities.
Prepare management presentations and reporting packs.

Compliance Administration

Maintain compliance registers and monitoring records.
Support the implementation and monitoring of company policies and procedures.
Assist with compliance reviews and administrative follow-up actions.
Maintain records relating to legal, regulatory, contractual and company requirements.

Training & Awareness Support

Coordinate management system and compliance training records.
Maintain training matrices and competency records.
Support awareness initiatives relating to quality, environmental, health & safety and compliance requirements.
Assist in preparing training materials and presentations.

Operational Support

Liaise with operational teams to ensure management system requirements are implemented and documented.
Support continuous improvement initiatives across business functions.
Act as the central point of coordination for management system administration and document control activities.

Key Competencies

Strong administrative and organisational skills.
Excellent attention to detail.
Strong document control and record management skills.
Experience maintaining procedures, SOPs and controlled documentation.
Experience coordinating audits and tracking corrective actions.
Strong written communication and report-writing abilities.
Ability to manage multiple priorities and deadlines.
Ability to work independently with minimal supervision.
Excellent stakeholder follow-up and coordination skills.
Advanced Microsoft Word skills, including structured documents, styles, tables of contents, formatting, templates and document review tools.
Intermediate to advanced Microsoft Excel skills, including formulas, trackers, data analysis and reporting.
Strong Microsoft PowerPoint skills for preparing management and audit presentations.
Strong Microsoft Outlook and Microsoft 365 skills.
Experience maintaining electronic filing systems and document repositories.
Knowledge of ISO 9001, ISO 14001 and ISO 45001.
Experience working within an Integrated Management System.
Experience with audit programmes, CAPAs and document control systems.
Experience in quality, compliance, health & safety or management systems administration.

IMS and Compliance Officer

Job Description