Document Controller; Part Time

14 hours per week, 9.30 – 1pm, Monday to Thursday (Can be flexible)

Department:

Operations

• Team player – working together to deliver project outcomes
• Engaged - looking for improvements
• Agile work approach - able to work in an organized way and manage time appropriately

• Experience working in an administrative capacity
• Strong understanding of document control systems
• Working knowledge of Microsoft Office packages (Word, Excel, Power Point, Teams and Outlook), SharePoint, Adobe Acrobat/ Nitro.

• Higher National Certificate (HNC) in a relevant subject, such as information management
• Experience in the civil engineering environment, utilities or other regulated environment

To provide assistance to project managers and wider team to ensure smooth functioning of the Planned Works Department including:

• The registration, redistribution, external issue and archiving of relevant project documentation.
• Creation and maintenance of registers and transmittal records.
• Collation of documentation, including drawings, keeping a record of document status, liaising with project personnel and suppliers to obtain outstanding information in line with the time scales required for delivery.

• Leads on management of document distribution, storage and issue
• Supports the delivery team in the issue of client deliverables
• Distribute documents to the relevant parties, ensuring the correct documents are delivered in timely manner and that transmission is recorded.
• Maintain accurate records of all project documents and support project staff in understanding their status.
• Maintain a full audit trail for all documents. Ensure the issue, receipt and acknowledgement of documentation.
• File and archive all documents within the secure system.
• Ensure consistency of document submissions in adherence to the project document control procedures in line with Quality Plans
• Controls the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents
• Ensure that information such as as-built records, drawings and operations manuals are issued per the client’s requirements and standards
• Propose improvements for more efficient and effective working
• Where required make case for and implement process improvements
• Carry out any other duties appropriate to this post
• 25 days annual leave (Prorated)
• Long Service Scheme
• Access to Peoples Pension scheme after 3 months service
• Access to Group Pension Scheme after completion of one years service
• Life Assurance and Critical Illness cover if joining pension scheme
• Access to Employee Assistance Programme & Medicash after successful completion of probation
• CSR Programme (3 days supported per annum)