Quality Coordinator

Ellison Institute of Technology; Oxford; On-site; GBP 35,000 - 45,000; Full time

Job summary

A scientific research institute in Oxford seeks an experienced Quality Coordinator to support the Head of Quality and enhance the Quality Management System. This role involves administrative assistance, meeting coordination, QMS monitoring, and ensuring compliance with quality standards. The ideal candidate will possess strong organisational and communication skills, with experience in scientific or regulatory environments. The salary ranges from £35,000 to £45,000, along with additional benefits and a travel allowance.

Benefits

Enhanced holiday pay

Pension

Life Assurance

Income Protection

Private Medical Insurance

Travel allowance

Bonus

Therapy Services

Perk Box

Electric Car Scheme

Qualifications

• Experience in an administrative or coordination role in a scientific or regulatory environment.
• Ability to manage multiple tasks and compete deadlines.
• High accuracy in documentation and record-keeping.

Responsibilities

• Provide administrative support to the Head of Quality and Quality Managers.
• Organise agendas and take minutes for key meetings.
• Monitor QMS alerts and ensure document compliance.
• Assist in internal audit preparation.
• Serve as contact point for quality-related queries.
• Maintain accurate records adhering to data integrity principles.
• Log incidents and track CAPA timelines.
• Identify opportunities for QMS improvements.

Skills

Organisational skills

Attention to detail

Written communication

Digital tools proficiency

Tools

Microsoft Office

Document management systems

Jira

Confluence

Job description

Overview

At the Ellison Institute of Technology (EIT), we’re on a mission to translate scientific discovery into real world impact. We bring together visionary scientists, technologists, policy makers, and entrepreneurs to tackle humanity’s greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Climate Change & Managing CO₂
• Artificial Intelligence & Robotics

This is ambitious work - work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you’ll join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas for lab to society. Explore more at www.eit.org.

Your Role

At EIT we are seeking an experienced and detailed orientated Quality Coordinator to provide essential administrative and coordination support to the Head of Quality and the institute’s Quality Team. This role ensures the smooth and efficient operation of the Quality Management System (QMS) by supporting meetings, audits, documentation workflows, communication between departments and proactive monitoring of quality processes. Working across a multidisciplinary research and technology environment, the post-holder acts as a central point of contact, helping to align teams, maintain compliance activities and drive organisational quality standards.

Your Responsibilities

• Administrative Support to Quality Leadership—Provide comprehensive administrative assistance to the Head of Quality and Quality Managers, including diary management, scheduling, and preparing reports and presentations. Collate data for monthly and quarterly quality metrics and ensure timely delivery of governance materials.
• Meeting Coordination & Minute-Taking—Organise agendas, attendee lists, and supporting documentation for key meetings such as Quality Steering Groups, Management Reviews, and Audit Preparation sessions. Take accurate, action-focused minutes, distribute promptly, and track completion of assigned actions.
• Quality Management System (QMS) Monitoring—Actively monitor QMS alerts, pending approvals, expiring documents, and training deadlines. Support document control workflows by routing documents for review and approval, ensuring compliance and completeness. Conduct routine checks on QMS usage and escalate gaps to Quality Managers.
• Audit Preparation & Support—Assist in planning and scheduling internal audits, ensuring all documentation and evidence are ready. Maintain audit files and readiness materials for external inspections and accreditation visits. Track audit findings, corrective actions, and evidence submissions to meet deadlines.
• Cross-Functional Liaison—Serve as the first point of contact for quality-related queries, directing them to the appropriate team member. Facilitate communication between Quality Managers and operational/research teams to ensure consistent understanding of quality processes and requirements.
• Records Management & Data Integrity—Maintain accurate and organised electronic and physical records, ensuring adherence to data integrity principles. Support version control, archiving, and retrieval of controlled documents, forms, and templates. Keep training matrices up to date and auditable.
• Incident & CAPA Support—Log incidents, deviations, non-conformances, and complaints into the QMS. Track investigation progress and CAPA timelines, ensuring updates are recorded and deadlines met. Generate summary reports for Quality Managers as required.
• Continuous Improvement & QMS Enhancement—Identify opportunities to streamline administrative workflows and improve QMS efficiency. Support user training activities, including guidance on document workflows and navigation. Participate in quality improvement projects assigned by the Head of Quality or Quality Managers.

Essential Skills, Qualifications & Experience

• Experience in an administrative, coordination or support role within a scientific, technical, healthcare, research or regulatory environment.
• Strong organisational skills with the ability to prioritise multiple tasks and manage competing deadlines.
• High level of attention to detail and accuracy in documentation and record-keeping.
• Proficiency with digital tools, document management systems, and Microsoft Office (Word, Excel, Outlook, Teams).
• Strong written communication skills, including minute-taking and professional correspondence.

Desirable Knowledge, Skills and Experience

• Experience working within a Quality, Compliance or Regulatory team.
• Familiarity with quality management principles or standards (e.g., ISO 9001, GLP, ISO 15189, ISO 17025).
• Experience supporting audits or working with an electronic QMS.
• Knowledge of data integrity concepts.
• Familiarity with other IT packages (Jira, Confluence, Lucid, etc.).

Our Benefits

• Salary: £35,000 - £45,000 (dependent on experience) + travel allowance + bonus
• Enhanced holiday pay
• Pension
• Life Assurance
• Income Protection
• Private Medical Insurance
• Hospital Cash Plan
• Therapy Services
• Perk Box
• Electric Car Scheme

Working Together – What It Involves

• You must have the right to work permanently in the UK.
• You will live in, or within easy commuting distance of, Oxford and can commit to being fully office based.
• Please note we cannot offer hybrid working for this role.