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Document Controller

  • Job reference: TR-002120
  • Sector: Rail, Roads & Bridges, Transportation
  • Location: Birmingham
This vacancy has now expired

Why not...

The Document Controller will play a key role in the championing of document management across the EWR programme and their particular area / section of responsibility. This will include working closely with the Senior Document Controller in developing strategy, processes, procedures and ensuring the correct systems are in place to manage documents effectively in both electronic and hard copy format across the programme. They will also be responsible for implementing, managing, reviewing and monitoring these processes, procedures and systems for a particular area / section of the project and will be a key member of the site delivery team for that area / section.

Reporting directly to the Senior Document Control Manager this role is integral to the successful delivery of the project. The Document controller will be responsible for the promotion of the Document Management Strategy with the aim of making it ‘Business as Usual’. They will work closely with area / section team to which they are allocated to ensure that processes and systems are fully understood and adhered to. They will also be responsible for carrying out audits of the Document Management system across their particular area / section of responsibility and the programme.


Responsible for:
• Working with the Senior Document Controller to develop, manage and maintain the Alliance document control systems, software, processes and procedures for their particular area / section of responsibility working in conjunction with the Alliance Information Manager.
• Maintain a record of controlled documents both Incoming and Outgoing for their particular area / section of responsibility.
• Record incoming I outgoing correspondence, design and other documentation for their particular area / section of responsibility.
• Work with the Senior Document Controller to help regularly review and update Alliance specific Document Control procedures and processes and ensure compliance with these for their particular area / section of responsibility.
• Management of the review and approval cycle and ensure that project deadlines are met.
• Assist the Design and Alliance team for their particular area / section of responsibility to ensure accurate distribution of information, management of the review and approval cycle and ensure that project deadlines are met.
• Carry out regular QA checks on all published information/documentation for their particular area / section of responsibility in accordance with the alliance document control procedures to ensure compliance.
• Receive/check/distribute documents for their particular area / section of responsibility in accordance with the alliance document management procedures/distribution matrix.
• Provide help and support on the Alliance document management processes, procedures and software to all project users, both internal and external for their particular area / section of responsibility.
• Produce all document management reports in accordance with project requirements, both internal and external for their particular area / section of responsibility.
• Develop an awareness of and improve knowledge of other information management applications and systems for their particular area / section of responsibility.
• Hold regular review meetings with individual groups within the alliance team to discuss issues, provide help, support, guidance and enable knowledge sharing for their particular area / section of responsibility.
• Carry out regular document management training session and produce associated documentation for their particular area / section of responsibility.

Expected
• Previous experience in a document control position
• Working knowledge of collaboration/EDM systems (PW/eB)
• Some knowledge of civil engineering projects and a general technical ability
• Experience of setting up, implementing, managing, reviewing and monitoring document management systems
• Strong interpersonal and team working skills
• Excellent communication skills, both written and verbal
• Ability to work under pressure and meet timescales
• Logical approach

Preferred
• Self motivated and keen to learn
• Focussed attention to detail
• Organised; with an ability to manage their time efficiently and prioritise duties
• A 'can do I will do' approach
• A willingness to get Involved and do what's necessary to Improve the overall operation of the document management systems and the office

This role may require security clearance and offers of employment will be dependent on obtaining the relevant level of clearance. If this is necessary it will be discussed with you at interview.

If applying to this role please do not make reference to (in conversation) or include in your application or CV, details of any current or previously held security clearance.

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