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Temporary Acting Quality Administration Coordinator

2 weeks ago

Birmingham, United Kingdom Claire's Full time

Purpose of Role
Contribute to the effectiveness of the Quality Administration team by enabling and co-ordinating the team and the workload. Provide guidance and support to ensure all administrative tasks are completed accurately in a timely manner. Help to ensure the Administration function within the Global QA Team operates efficiently and effectively and provide the necessary support to the QA team and the wider business to ensure the smooth flow of compliant and safe products to the Claire’s/Icing stores Globally.

**The core areas of responsibility are**:

- Co-ordinate the QA Admin team and completion of all tasks to ensure collation of valid testing documents for all orders of all lines globally
- Maintain and distribute the daily Rota for the team to follow
- Ensure important tasks are prioritised whilst all other tasks are completed in a timely manner
- Use job and business knowledge to assist with complex queries and supplier issues and to choose most effective path for resolving issues
- Continually asses procedures to ensure maximum productivity making and introducing change where required
- Produce weekly reports to provide data to Admin team / NA team / Global Chemical manager / QA Technical Associates
- Produce monthly reports on Admin team and supplier performance
- Help to ensure supplier chargeback systems are implemented
- Help to produce and maintain Quality Administration Procedures Manual
- Ensure Admin team completes tasks required effectively, efficiently and on time
- Ensure performance targets for Quality Administration Team are met
- Ensure adequate training is provided for development of team members
- Communicate to, feedback to and empower and motivate team
- Support the team in the absence of the QA Administration Manager
- Work as part of the Admin team to complete QA Administration tasks

**Administration**:

- Help to create data file for Document management system
- Help to maintain Admin master list to keep track of status of testing documents
- Help to maintain Document management system for test reports
- Run / collate and analyse reports on department workflows
- Save and process test certificates sent by test houses/suppliers
- Examine and analyse test reports, resolve queries with suppliers and buyers
- Enter test reports onto database
- Chase outstanding test results - record and maintain notes accordingly
- Send test samples to relevant test houses and advise suppliers of test results and process of retesting

**Legalities**:

- Work with Quality Management to improve on and to advise suppliers and Buyers on legal and quality requirements

**Communication**:

- Communicate with the Quality Administration team to complete tasks and deal with queries in a timely manner
- Communicate effectively and efficiently with the Global QA Operations Manager and the Quality Administration Manager to ensure the smooth running of the team.
- Communicate effectively and professionally with suppliers and buyers
- Communicate efficiently with the NA Team, QC Team & Management Team to ensure the smooth running of the department

Education & Qualifications
- 5 GSCE’s at least grade A-C including Math’s & English or equivalent.

**Desirable**:
Educated to degree level or equivalent or
Role specific qualification or
Hold the equivalent job experience
Essential Criteria

**Experience**:

- Demonstrable experience within a busy administrative role
- Experience in prioritisation or co-ordination of tasks and team members

**Desirable**:

- Strong administrative experience gained from working in a quality environment / role
- Experience of processing, analysing & compiling data
- Experience of a retail environment
- Experience of working with a specialised / technical workload

**Knowledge**:

- Good knowledge of Excel and Microsoft Office skills; ability to input data accurately.

**Skills / Abilities**:

- Accuracy and attention to detail