Group Quality Systems Administrator

Posted on 13 March 23 by Mary

  • Dublin or Leiden
  • - per Annum

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Job Description

DPS Group is a global engineering, consulting, and project management company, serving high-tech industries around the world. DPS delivers services for clients across the complete engineering and construction value chain including feasibility studies, concepts, consulting, architecture, engineering, procurement, construction management, commissioning, qualification and validation; as well as client-side technical services.

DPS applies its extensive process engineering expertise built over 47 years, as well as significant Lean construction experience to assist clients in high-end process sectors such as pharmaceuticals, biotech and semiconductors to deliver manufacturing facilities speedily, safely and cost effectively. What sets the firm apart are the partnerships it builds with clients through a fundamental understanding of their businesses and its own agility, flexibility, original thinking and high-calibre people.

DPS has grown substantially in recent years and now employs more than 2,500 people in 18 offices and on client sites in Ireland, U.K., Netherlands, Belgium, Sweden, Germany, Switzerland, Israel, Singapore, Saudi Arabia, Malaysia and the United States. 

About the Role

As Group Quality Systems Administrator, you will be responsible for working within the Quality Management system (QMS) on the quality records and the lifecycle of their review and approval as required by the QMS.   In addition, you will also manage the i-Portal (intranet) environment. This responsibility involves the configuration of the SharePoint  adding document libraries, and managing the DPS records within this controlled environment.

Summary of Responsibilities

Management of Quality records

  • Registration of new and revised templates, guidelines, procedures, and work instructions, etc.
  • Use of collaboration platform to ensure review and approval of documents are tracked and obtained and expedited

Management of i-Portal
To ensure success as a SharePoint administrator, the Group Quality Technical Support will demonstrate an ability to create a positive experience for end-users.

  • Manage permissions and access to the i-Portal
  • Create and manage libraries as required
  • Liaise with the IT team on changes as required
  • Set up and manage alerts and reports to monitor activity on business-critical information as required
  • Establish and implement processes to support QMS and i-Portal
  • Attend i-Portal User Group meetings as required and convey information to the team

Business Analysis

  • Analyse i-Portal requests
  • Maintaining and Reporting register of i-Portal changes
  • Identify new areas in an ongoing basis where SharePoint can be leveraged and supporting any continuous improvement initiatives related to sharepoint, templates or quality records.


  • Constantly revisit and review content to ensure business applicability
  • Monitor site usage
  • Monitor for excessive complexity and suggest streamlined alternatives
  • Ongoing research to determine what SharePoint can do

Support and Service

  • Management of incoming feedback
  • Registering, expediting, and coordinating closure of feedback on ManageEngine
  • Work cross functionally across all departments to create and update documents
  • Perform quality and brand compliance check of incoming documentation (new/revised templates, guidelines, procedures, and work instructions, etc.)
  • First line of day-to-day support for i-Portal users and escalation to IT as required
  • Support end users - i-Portal and Templates (training end users as needed)

Special Aspects of Role

  • It is important to understand what SharePoint can offer out of box to advise business correctly.
  • Meticulous organisational skills and the ability to see the bigger picture are essential to manage the hierarchy and number of users
  • It is vital to always be professional and go the extra mile due to the various interaction levels across the business
  • Be efficient and proactive as Group Quality Technical Support will most likely the first point of contact
  • Having administrator rights means you have access to highly confidential documentation as well as server settings, it is particularly important that the Group Quality Technical Support can be trusted with this information
  • It is key to have some technical experience as SharePoint admin user
  • A creative flair is beneficial for thinking up innovative ways to work with the information to be managed, shared and presented

Experience & Skills Required

  • Experience in Sharepoint and Microsoft Office skills
  • Attention to detail
  • Planning, scoping and organising
  • Customer focused
  • Information monitoring
  • Follow-up
  • Flexible and open to change
  • Excellent time management capabilities: plans, prioritises and organises multiple concurrent tasks to meet deadlines.
  • Strong interpersonal and communication skills with a willingness to help others.
  • Self-motivated with the ability to operate without close supervision

Job Information

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