Quality System Administrator and Regulatory Trainee

NHS Supply Chain; Alfreton CP; Hybrid; GBP 33,000 - 36,000; Full time

Benefits offered by this job

Hybrid working

Annual bonus scheme

Long service recognition

Professional development

Well-being day

Pension scheme

Flexible benefits

Volunteer leave

NHS discounts

Job summary

NHS Supply Chain, part of the NHS family, seeks a Quality Systems Administrator and Regulatory Trainee to join the Regulatory Compliance team during a period of transformation. You will help maintain compliance with Human Medicines Regulations and Good Distribution Practice and support audits, document control, and reporting.

The role offers hybrid working, development opportunities, and a generous benefits package including pension, holidays, and wellbeing support.

Qualifications

• Experience maintaining electronic Quality Management System (QMS) to ensure regulatory compliance.
• Ability to support audits, non-conformances and document control processes.
• Knowledge of Human Medicines Regulations and Medical Device Regulations.
• Experience using systems for quality management, document control, auditing or compliance activities.
• Strong analytical skills with the ability to interpret data and produce reports.
• Excellent attention to detail and ability to maintain accurate records.
• Strong organisational and time-management skills.
• Effective communication with stakeholders.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Ability to support process improvements and foster a culture of quality.

Responsibilities

• Maintain and administer the electronic Quality Management System to ensure regulatory compliance and operational effectiveness.
• Manage records within Navex IRM and PolicyTech to support audits, non-conformances, document control and reporting.
• Produce reports and quality insights identifying trends, risks and opportunities for improvement.
• Support regulatory audits, self-inspections and quality reviews to ensure inspection readiness.
• Coordinate review, update and distribution of controlled documents across the business.
• Monitor overdue actions and document acknowledgements, escalating issues as needed.
• Work with stakeholders to ensure timely quality actions and improvements.
• Assist Responsible Person(s) and Quality System Manager with quality reviews and compliance activities.
• Contribute to continuous improvement initiatives to enhance QMS effectiveness.
• Promote awareness of quality requirements across NHS Supply Chain.

Skills

Quality management systems

Good Distribution Practice

ISO 9001

Regulatory knowledge

Document control

Auditing experience

Analytical skills

Attention to detail

Organisational skills

Stakeholder communication

Microsoft Office

Excel proficiency

Process improvement

Tools

Navex IRM

PolicyTech

Job description

Job Title: Quality Systems Administrator and Regulatory Trainee

Function: Clinical - Regulatory Compliance

Location: Hybrid Worker – Expectation is two days per week at either our Wakefield, Sheffield or Alfreton Office.

Contract type: Permanent

Salary: Offered on a starting salary of £32,741 with the potential to increase to £36,379 over the course of three years.

Clothing date: Tuesday 17November 2026

NHS Supply Chain currently has an opportunity for a Quality Systems Administrator and Regulatory Trainee to join our Regulatory Compliance team during an exciting period of transformation, working to make it easier for the NHS to put patients first.

As a Quality Systems Administrator and Regulatory Trainee, you'll play an important role in supporting the effective operation of NHS Supply Chain’s Quality Management System. Working closely with the Responsible Person and Quality System Manager, you'll help maintain compliance with Human Medicines Regulations and Good Distribution Practice, ensuring our quality systems, documentation and reporting processes remain accurate, effective and inspection ready. This role offers you the opportunity to develop your regulatory knowledge while contributing to continuous improvement initiatives across the business.

Every day you will be …

• Supporting the administration and maintenance of the electronic Quality Management System to ensure regulatory compliance and operational effectiveness.


• Managing and maintaining records within Navex IRM and PolicyTech to support audit, non-conformance, document control and reporting activities.


• Producing reports and quality insights that identify trends, risks, actions and opportunities for improvement.


• Supporting regulatory audits, self-inspections and quality reviews to ensure systems and documentation remain inspection ready.


• Coordinating the review, update and distribution of controlled documents across the business.


• Monitoring overdue actions, document acknowledgements and quality system requirements, escalating issues where appropriate.


• Working closely with stakeholders to ensure quality actions are implemented effectively and within agreed timescales.


• Supporting the Responsible Person(s) and Quality System Manager with quality management reviews and compliance activities.


• Assisting with continuous improvement initiatives that enhance the effectiveness of the Quality Management System.


• Promoting awareness and understanding of quality requirements across NHS Supply Chain.

What can we offer you?

We want to reward you for your passion, enthusiasm, and hard work so we offer much more than a competitive salary:

• Hybrid working opportunities, giving you the flexibility to work collaboratively in the office and remotely.


• We recognise our employees' hard work and contributions with annual bonus schemes, long service, and colleague recognition awards.


• 27 days holiday plus bank holidays


• We are dedicated to your development, through in-house training, support, and access to external qualifications to maximise your potential.


• A focus on your well-being offering 1 day of paid well-being leave and free access to the 24/7 Employee Assistance Programme


• Generous pension scheme (with us contributing 12% when you contribute 6%)


• Access to our Flexible Benefits Scheme, where you can choose from a variety of benefits such as Life Insurance, Critical Illness Cover, Income Protection, Health Cash Plan, Dental Insurance, and additional pension contributions that suit you.


• 2 days of paid volunteering leave allowing you to give back to your community.


• Access to many discounts from the Blue Light Card to NHS Discounts.

NHS Supply Chain, who are we?

Our role is to support the NHS to save lives and improve health. We are a part of the NHS family, and our role is to source, deliver and supply healthcare products, services and food for NHS trusts and healthcare organisations across England and Wales.

We serve every NHS Trust and operate a national network of distribution centres, managing relationships with more than a thousand suppliers and delivering more than 8,000,000 orders each year to more than 17,000 locations.Doing all of this on behalf of the NHS gives NHS staff more time to focus on their main priority of providing excellent patient care.

What skills will help you thrive in this role?

• Understanding of Quality Management Systems and continuous improvement principles within a regulated environment.


• Understanding of Good Distribution Practice and ISO 9001 quality management standards.


• An interest in developing knowledge of Human Medicines Regulations and Medical Device Regulations.


• Experience using systems for quality management, document control, auditing or compliance activities.


• Strong analytical skills with the ability to interpret data and produce accurate reports.


• Excellent attention to detail and the ability to maintain accurate records and documentation.


• Strong organisational skills with the ability to manage multiple priorities and deadlines.


• Effective communication skills and the ability to build positive working relationships with a range of stakeholders.


• Proficiency in Microsoft Office applications, particularly Excel, Word and PowerPoint.


• Ability to support process improvements and contribute to a culture of quality and compliance

Our Inclusive Commitment

At NHS Supply Chain, we are committed to building an inclusive environment where difference is not only valued, but celebrated, giving everyone the opportunity to thrive in their career. Developing our people is key to our success, so if this role sounds like the right next step in your career but your experience doesn’t match perfectly with the job advert, we encourage you to still apply.