Document Control Administrator

7 months ago

Peterborough, United Kingdom GB Railfreight Full time

Overview:
We are currently seeking a highly organised and detail-oriented Document Control Administrator to handle the intake, management, and storage of our company's documents. In this role, you will be required to review, process, and file documentation as well as manage the smooth running of all our documentation operations.

This role is integral role in supporting the GBRf Management System. Its Safety, Security, Quality, Environmental, Fatigue, Competence management systems and any others that may come into existence and will support the Standards Team providing cover as agreed.

To ensure success as a Document Control Administrator, you should be up to date with document management processes and have a detail-oriented mindset. A top-notch document controller will have an extensive understanding of document management software and be able to handle document access intaking and archiving responsibilities.

**Responsibilities**:
Main duties
- Create document filing and organising systems that are both effective and efficient (in-line with ISO standards and best practice) Develop and implement processes related to document control and management.
- Conform to company specifications and documentation procedures
- Maintain updated records of all approved documents and other key documentation and their distribution
- Maintain the Document Control Register. Handling intake, scanning, verification, and storing documents.
- Check and edit documents and prepare for distribution/consultation
- Log document change requests and retrieve documents as needed
- Retrieving files for other employees and stakeholders when needed. (including Tenders and bids). Distribute documents to relevant recipients Train employees in the document processes to ensure correct handling of all GBRf materials
- Print, upload and distribute documents as needed
- Scan and upload documents according to company procedure
- Create templates for use by other personnel
- Assure that all completed documents have been signed-off by the appropriate personnel. (electronic or physical depending on requirements

Additional supporting activities
- Safety data (SMIS training and inputting for Occupational Safety events)
- Personal Accident reporting, tracking of investigations and remedial actions, risk assessment review, and production of lessons learned
- Action from ops location or office operational facilities and remedial action tracking; and risk assessment review
- Support the creation of monthly draft reports for internal and customers (as required) Identify and flag trends from monthly, quarterly, and annual performance - Occupational health and safety only.
- Administration for compliance on competence management system (occupational health and safety only)
- Support in creation of team presentations, publications, and briefings (as required)
- Provide general admin support for the Head of Safety
- Administer the issue of any external consultation papers (guided by HoS & HOTS)
- Assist in audit administration linked to the DC role
- Collate data and documentation for Supplier Approval and Business Tenders

Qualifications:
Skills and Experience
- Proven skill for creating and implementing controlled document processes
- High levels of computer literacy and experience working with Office packages
- Experience with in a similar role desirable

Personal Profile
- Extremely organised and efficient
- Strong oral and written communication skills
- Outstanding time-management
- Strong interpersonal skills
- Excellent analytical ability
- Attention to detail
- Archival experience
- Expert data organiser

Our Values

Professionalism - Safety and security is paramount in our business, and we feel that this embodies the foundation of a high achieving safety culture

Support - We look after our people and they in turn are encouraged to look after each other

Communication - The transparency of our is business is valued by our colleagues and customers

Trust and Empowerment - We believe that openness and honesty make for the best relationship because it leads to trust and confidence

Enjoyment - Taking pleasure in coming to work at GBRf is actively encouraged right from the top

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