Training and Quality Documentation Specialist

Job Description

Job Description

Training & Quality Documentation Specialist

The Training & Quality Documentation Specialist is responsible for coordinating and administering Wesley International's company-wide training programs while maintaining accurate, controlled, and compliant Quality Management System (QMS) documentation and records.

The position is responsible for ensuring employees receive appropriate training throughout the entire employee life cycle , including initial job training, ongoing skills development, process changes, refresher training, cross-training, compliance training, quality training, and other training required based on an employee's responsibilities.

The Specialist works closely with department leaders, managers, supervisors, process owners, and Subject Matter Experts (SMEs) to identify training needs, coordinate training delivery, develop and maintain training materials, track employee competency, and ensure all training is properly documented.

The position also administers controlled policies, procedures, SOPs, work instructions, forms, records, and other QMS documentation in accordance with company requirements and ISO 9001. The Specialist ensures that training materials and employee training remain aligned with current approved documentation.

A key objective of the position is to create a strong connection between documentation, training, competency, and continual improvement .

Key Areas of Responsibility

1. Company-Wide Training Coordination

• Coordinate and administer training programs across Wesley International.
• Manage training requirements based on employee responsibilities, departments, positions, processes, and business needs.
• Coordinate ongoing employee training throughout the employee life cycle.
• Develop and maintain the company training calendar.
• Schedule and coordinate classroom, virtual, hands-on, on-the-job, and other forms of training.
• Coordinate required technical, operational, safety, quality, compliance, systems, process, and professional development training.
• Monitor training completion and follow up on overdue or incomplete training.
• Coordinate refresher and recurring training as required.
• Coordinate retraining when policies, procedures, equipment, systems, processes, or job responsibilities change.
• Support cross-training and continuing employee development.

2. Subject Matter Expert Collaboration

• Collaborate with department managers, supervisors, process owners, and SMEs to identify training requirements.
• Coordinate with SMEs to develop accurate technical and job-specific training materials.
• Assist SMEs in converting processes, procedures, and technical knowledge into structured training materials.
• Ensure training content is consistent with approved company policies, procedures, SOPs, work instructions, and QMS documentation.
• Maintain communication with SMEs to ensure training materials remain accurate and current.
• Coordinate updates to training materials when processes or documentation change.

3. Training Materials and Development

• Develop, organize, and maintain training materials, presentations, job aids, guides, assessments, and other learning resources.
• Ensure training materials are accurate, understandable, and appropriate for the intended audience.
• Coordinate development of training materials with appropriate SMEs and process owners.
• Ensure training content reflects current approved processes and procedures.
• Review training materials periodically and update them when necessary.
• Maintain appropriate version control for training materials.
• Utilize technology and appropriate AI-enabled tools to improve training development, delivery, accessibility, and effectiveness.

4. Training Records and Competency

• Maintain accurate employee training and competency records.
• Track required and completed training for employees.
• Maintain records of training dates, topics, trainers, participants, assessments, certifications, and competency evaluations, as applicable.
• Track certifications and recurring training requirements.
• Monitor expiration dates and ensure required training remains current.
• Identify missing, incomplete, expired, or overdue training records.
• Work with managers and employees to resolve training deficiencies.
• Ensure training records are organized, secure, confidential, and readily retrievable for management and audit purposes.

5. Document Control and Quality Documentation

• Maintain the organization's document control processes in accordance with QMS requirements and ISO 9001.
• Administer policies, procedures, SOPs, work instructions, forms, records, process maps, training materials, and other controlled documentation.
• Coordinate document creation, review, revision, approval, release, distribution, retention, and archival.
• Ensure only current and approved revisions are available at points of use.
• Maintain document revision histories and change records.
• Collaborate with process owners and department leaders to develop, revise, and improve documentation.
• Perform periodic reviews of controlled documents for accuracy, relevance, and compliance.
• Maintain electronic document management systems and controlled document repositories.
• Maintain quality records in accordance with applicable retention requirements.
• Ensure obsolete documents are appropriately removed, archived, or identified to prevent unintended use.

6. Connecting Documentation and Training

• Ensure employees receive appropriate training when policies, procedures, SOPs, work instructions, or other controlled documents are created or revised.
• Identify training requirements resulting from document revisions.
• Coordinate retraining when documentation changes affect employee responsibilities or processes.
• Ensure training materials are consistent with current approved documentation.
• Identify discrepancies between documented processes and training practices.
• Work with process owners and SMEs to resolve documentation and training inconsistencies.
• Maintain records demonstrating that required training associated with document changes has been completed.

7. Quality and Compliance Training

• Coordinate training related to ISO 9001, QMS requirements, quality procedures, safety requirements, customer requirements, and applicable regulatory requirements.
• Support employee awareness of the company's Quality Policy, quality objectives, applicable procedures, and individual responsibilities.
• Coordinate training resulting from audit findings, corrective actions, quality issues, process changes, and continuous improvement initiatives.
• Maintain documentation demonstrating training and competency compliance.

8. Internal and External Audit Support

• Assist with preparation for ISO 9001 certification audits, surveillance audits, customer audits, and internal audits.
• Participate in internal quality and process audits as assigned.
• Ensure training and documentation records are organized and readily available for audits.
• Assist in identifying documentation, training, or competency gaps identified during audits.
• Document audit findings and assist with tracking corrective actions.
• Coordinate training associated with corrective actions and process improvements.

9. Training Effectiveness and Continuous Improvement

• Evaluate training effectiveness through assessments, employee feedback, observations, manager feedback, audit results, quality metrics, and performance outcomes.
• Identify recurring training deficiencies and recommend additional or corrective training.
• Analyze training and documentation gaps that may contribute to operational or quality issues.
• Recommend improvements to training programs, materials, documentation, and delivery methods.
• Support continuous improvement of the company's training and QMS processes.

10. Reporting and Metrics

Develop and maintain reports and metrics related to:

• Training completion
• Overdue training
• Employee competency
• Required certifications
• Training effectiveness
• Document review status
• Document revisions
• Document control compliance
• Audit findings
• QMS effectiveness

Provide management with regular visibility into training, documentation, and compliance status.

11. Confidentiality and Compliance

• Maintain confidentiality of proprietary, employee, quality, technical, and controlled company information.
• Follow all company policies and procedures.
• Adhere to all company safety policies and procedures.
• Perform other duties as assigned that fall within the scope and general level of responsibility of the position.

Functional Knowledge

Applies working knowledge of:

• Employee training and development
• Quality Management Systems
• ISO 9001 principles
• Document control
• Competency management
• Records management
• SOP and work-instruction development
• Internal audit processes
• Corrective action processes
• Continuous improvement
• Organizational processes

Business Expertise

Understands how training, controlled documentation, employee competency, and quality systems work together to support operational consistency, compliance, employee performance, customer requirements, and audit readiness across multiple departments.

Leadership

This position has no direct supervisory responsibilities but serves as a company-wide resource for training coordination, training documentation, competency records, document control, QMS processes, and audit readiness.

The Specialist works collaboratively with managers, supervisors, SMEs, process owners, and employees throughout the organization.

Problem Solving

• Identifies training gaps, documentation discrepancies, process inconsistencies, and competency concerns.
• Works with process owners, SMEs, and management to develop effective solutions.
• Identifies when documentation changes require employee training or retraining.
• Supports corrective actions related to training, documentation, and quality-system deficiencies.
• Escalates significant compliance or competency concerns to the appropriate management or Quality leadership.

Key Performance Indicators

Success in this position will be measured by:

• Timely completion of required employee training.
• Accurate and complete training and competency records.
• Effective coordination of ongoing employee training.
• Accurate and controlled QMS documentation.
• Current approved documents being available at points of use.
• Timely completion of scheduled document reviews.
• Effective coordination with SMEs and department leaders.
• Readiness of training and documentation records for internal and external audits.
• Reduction of recurring training and documentation deficiencies.
• Effective connection between document revisions and employee training.
• Timely completion of assigned work.
• Demonstrated teamwork, communication, learning, and continuous improvement.

Job Knowledge, Skills, and Experience

Required

• Associate degree or equivalent experience in lieu of degree
• Minimum 2 years of experience in training coordination, quality systems, document control, manufacturing operations, or a related field.
• Experience working with training records, controlled documentation, quality systems, or records management.
• Strong organizational and administrative skills.
• Strong technical writing, proofreading, editing, and documentation skills.
• Strong written and verbal communication skills.
• Ability to work effectively with employees, managers, supervisors, and Subject Matter Experts.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong attention to detail and ability to manage multiple priorities and deadlines.

Preferred

• Associate's or Bachelor's Degree in Business Administration, Quality, Education, or a related field.
• Minimum two years of experience working within an ISO 9001 Quality Management System environment .
• Experience in a manufacturing environment.
• Experience with document control or QMS administration.
• Experience coordinating employee training programs.
• Experience with LMS, QMS, or document management systems.
• Internal Auditor training or experience.
• Working knowledge of ISO 9001 requirements and QMS principles.
• Experience developing SOPs, work instructions, training materials, and job aids.
• Experience with safety, quality, compliance, or technical training.
• Familiarity with AI tools and emerging technologies used for training, documentation, and knowledge management.

Core Competencies

• Training & Development
• Quality Management Systems
• Document Control
• Competency Management
• Technical Writing
• Records Management
• Audit Readiness
• Continuous Improvement
• Project Coordination
• Communication
• Organization & Time Management
• Attention to Detail
• Problem Solving
• Cross-Functional Collaboration
• Confidentiality
• Technology Proficiency