1. Overview
Reporting to the Managing Director, the Quality Systems Manager is a key role within our business.
You will provide proactive visible leadership to embed a culture of continuous improvement and
quality compliance, through supportive collaboration and joint working across the company.
Influencer, encourager and enabler, you will evaluate existing capability and practices and develop
and implement our quality systems strategy and action plan.
As subject matter expert, you will ensure full on-going compliance with BS EN ISO 9001:2015 and
BS EN ISO 17025:2017 (and other future quality standards).
You will have responsibility for all quality performance and will report and investigate internal and
customer concerns and enable improvement actions to deliver a successful outcome. You will also
take ownership of KPI’s which are reported to the Board and Management Team.
Note: This document summarises the duties and obligations of the role as they currently exist.
However, as OxTS is a growing and changing business, colleagues are expected to operate flexibly
and undertake any additional responsibilities as may be required from time to time.
2. Duties and responsibilities
2.1. Team Leader for the Quality Team
o Over a period of time to be agreed, to establish a Quality team, assess their capability and manage,
motivate and coach colleagues to create and maintain a high performing Quality ‘service’. The
aim is for the team to meet agreed quality objectives which deliver best practice results, added
value and continuous improvements, to achieve OxTS’ business plan.
2.2. Strategy and Development
o Lead the development of the company’s Quality Management strategy, system, policies,
processes and procedures to assist and improve operational performance.
o Contribute to new business initiatives and projects and review and communicate the impact on
Quality Management Systems (QMS).
o Report to the Management Team on the performance of the QMS and any need for improvement.
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2.3. Relationship Management
o Develop and maintain strong and positive relationships with internal and external stakeholders,
at all levels, to ensure optimal performance.
o Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and
compliance with the Quality strategy, recognising that some colleagues will have very limited
o Promote the importance of a QMS and the benefits of standardised work across the business.
Develop the QMS into a system that supports the business in achieving targets for customer
satisfaction and excellence in process execution.
o Liaise openly and regularly with other departments, customers, suppliers and other service
o Work in support of the Management Team to share ideas and improve business effectiveness,
recommending, supporting and implementing continuous improvement activities and process
improvements to optimise results and improve quality of delivery, in line with customer and
company requirements.
2.4. Quality Management System & Audit
o Develop the QMS strategy and the management and implementation arrangements for key
milestones, demonstrating solid progress against the plan.
o Manage all external registration requirements to ensure they are met. Work with external bodies
such as our quality auditors and certification bodies on all matters relating to registration.
Maintain and improve, in line with business needs.
o Implement all relevant procedures and processes described in the QMS in conjunction with
quality champions in teams (to be appointed).
o Ensure that all in-house systems and procedures are updated, revised and modified to meet the
needs of external certification bodies. Verify closure of any non-conformities found at external
audits. Ensure observations are acted upon appropriately.
o Update Quality documentation and communicate effectively to carry forward lessons learnt from
quality concerns.
o Ensure all necessary systems and procedures are in place to satisfy customer requirements and
o Introduce new systems and procedures where appropriate, coaching colleagues on their
implementation to ensure good understanding and compliance.
o Coach and train others in all aspects of the QMS and application of policies, procedures, work
instructions, etc.
o Ensure that Management Reviews of the business and QMS are performed in accordance with
Operating Procedure M1 Management Review. Support the business as necessary to collect and
analyse information to be reviewed under this process.
o Act as “process owner” for Operating Procedure M2 Internal Audit, which involves planning,
overseeing and undertaking internal audits in compliance with those arrangements and as
necessary to comply with requirements of relevant external standards.
o Act as process owner for operating procedures M3 Document Control, M4 Record Control, M5
Measurement, Analysis and Improvement.
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o Act as process owner for Operating Procedure M8 Improvement System, which involves ensuring
that corrective actions are negotiated and undertaken jointly to address non-conformance areas
and IRs and associated actions are tracked and completed by the appropriate owners within an
agreed timeframe.
2.5. Continuous Improvement
o Working with other cross functional teams, put in place operational performance tools including
process mapping, waste reduction and problem-solving techniques, visual management and
compare to proven lean manufacturing and logistics operations.
o Analyse and report cost of quality (COQ), working effectively with the management team to set
COQ reduction targets.
o Work with teams across the business to implement COQ reduction projects.
o Provide coaching and hands-on support to promote the development of a lean enterprise culture
across all areas of the business, engaging key stakeholders to sponsor business improvement
o Assist in the analysis and improvement of processes across the business as required.
2.6. Self-Management
o Accessible and adaptable personality, comfortable with uncertainty and ambiguity
o Enabler and encourager; work jointly with colleagues across the business and at all levels to
create and embed a quality culture, through effective buy-in.
o Proactively contribute to creating a good team atmosphere, taking ownership for team cohesion
and team development.
o Anticipate and overcome obstacles, embrace personal challenge and engage in reflective learning.
o Demonstrate an adult-adult, collaborative approach to all colleagues.
o Self-starter mindset; motivate others positively to excel at what they do.
o Make useful links to arrive at insightful plans and solutions. Disciplined work habits on delivery.
o Focused, target driven with a positive, can-do attitude.