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Senior Document Controller

3 months ago

Glasgow, Glasgow City, United Kingdom ASSYSTEM Full time

Company Description
Assystem is an international company with one mission: accelerate the energy transition around the world.


Every day, our 6,500 switchers located in 12 countries (Europe, Middle East, Pacific Asia & Africa) connect their six thousand billion neurons to tackle the task of the century: switching to low-carbon energy.

We are a collective committed to the actors who are making the energy switch. Sharing our knowledge, expertise and values allows us to innovate and think differently about the energy transition.

To ensure a viable, efficient, and reliable energy future for all.

The Senior Document Controller is responsible for executing all aspects of document control within the organisation.

This includes the creation, distribution, tracking, and archiving of documents to ensure compliance with regulatory requirements and efficient document management.


Responsibilities

Document Control System Management:

  • Maintain a robust document control system or software.
  • Ensure the system is userfriendly and meets the organization's needs.
  • Provide training to staff on document control procedures and the use of the system.

Document Creation and Distribution:

  • Coordinate the creation, editing, and approval of documents.
  • Maintain version control and ensure the correct documents are distributed to authorised personnel.
  • Monitor document distribution and access permissions.

Document Tracking and Retrieval:

  • Assist in the development and maintenance of a systematic tracking system for documents.
  • Ensure quick and accurate retrieval of documents when requested.
  • Collaborate with departments to facilitate document retrieval as needed.

Quality Control and Compliance:

  • Ensure all documents adhere to organizational standards and regulatory requirements.
  • Assist in regular audits to identify and rectify any document control issues.
  • Assist in preparing for internal and external audits related to document control.

Document Archiving and Disposal:

  • Assist in the establishment of document retention and disposal policies in compliance with legal and industry standards.
  • Safeguard historical records and facilitate their secure storage or disposal when necessary.

Team Leadership:

  • Supervise junior document control professionals, if applicable.
  • Provide guidance, training, and performance feedback to team members.
  • Delegate tasks and responsibilities effectively.

Continuous Improvement:

  • Identify opportunities for process improvement within document control procedures.
  • Assist in the implementation best practices to enhance document management efficiency.

Qualifications Qualification, Special Skills or Experience**- Bachelor's degree in a relevant field (e.g., Business Administration, Information Management).

  • Proven experience in document control, with at least 2 years in a leadership or supervisory role.
  • Familiarity with document control software and systems.
  • Strong organisational skills.
  • Excellent communication and interpersonal skills.
  • Knowledge of relevant industry regulations and compliance requirements.
  • Good problemsolving and analytical abilities.
  • Strong leadership skills
  • Focus on delivering quality on time and within budget
  • Act with integrity and instils this value in others
  • Appreciation of wider issues beyond own discipline
  • Flexible, positive approach to work.
  • Can use initiative and possesses a hard working, "cando" attitude.
  • Well presented
  • Numerate with strong IT skills.
  • Effective time management skills.
  • Strong attention to detail
  • Customer focused.

Additional Information
Staff role with 3 days/week in a Glasgow city centre office expected