Document Controller
1 week ago
**Document Controller**
**039957**
**Organisation**
- Customers, Communication and Technology
**Job**
- Technology Programmes
**Position Type**
- Full Time
**Salary - **£35,000 - £40,000
**Location - **North Greenwich, Currently Hybrid Working (2 days a week minimum in office)
**Contract Type **- TfL - Permanent
**Overview of project/role**
As an Document Controller for TfL within T&D, you will be working in a busy and collaborative team, responsible for carrying out the capture, control, circulation and storage of all programme and project documentation within Technology & Data to enable T&D to meet its contractual obligations and ensure that all project information is readily retrievable.
**Key Accountabilities**
1. Ensuring the smooth and efficient running of the document control function and maintaining an excellent level of service to the T&D Directorate, its service providers and its customers
2. Being the lead person and interface for all document control issues and queries, managing document control to required quality standard to required deadlines.
3. Ensuring that all project documents are correctly logged, stored, retrieved, quality checked and dispatched as appropriate to all relevant members of the project/team, service providers and clients and ensuring that at any time the document in use is the latest version.
4. Developing implementing, improving, updating, maintaining, managing and controlling all aspects of document control systems, functions and support processes including but not limited to: document management tools e.g. SharePoint, other IT data systems, document libraries, databases, archiving and retrieval, user access controls, service monitoring and reporting and relevant processes and procedures
5. Writing and distributing any guides, summaries or work instructions on Document Control / SharePoint for users and providing user training as necessary including briefing all stakeholders on the operation of the document management system and effectively communicating all changes to the system through briefings, presentations or other methods as appropriate
6. Providing general administration and reporting services to the T&D Directorate and carrying out other support activities as determined by the Project and Programme Controls Manager.
7. Pro-actively identifying, escalating and implementing best practice improvements and risk management suggestions to improve current performance levels
**Skills, Knowledge & Experience**
**Skills**
- Demonstrable ability to build effective working relationships with colleagues and external stakeholders
- Demonstrable ability to communicate effectively, both orally and in writing, with people at all levels across the organisation and outside
- Demonstrable ability to analyse complex data, draw conclusions and produce reports
- Ability to manage conflicting priorities to achieve tight deadlines
- Eye for detail; a "completer-finisher"
- Adaptable, self-starter, naturally organised with the ability to work flexibly and provide general administration skills
**Knowledge**
- Broad knowledge of document management, configuration control and change management systems, tools, functions procedures and processes
- Understanding of quality management systems
- Good level of understanding of project and contract management processes
**Experience**
- Broad experience of personal responsibility for managing the document control activities of an office/large team.
- Broad experience of administering and implementing document control / management systems
- Broad experience of providing administrative support to managerial staff.
- Experience of working in project environment in a large, complex, safety focused and regulated organisation
- Experience of effective use of manual and electronic office systems including Word, Excel, Outlook and SharePoint.
**Equality and Diversity**
We are an equal opportunity employer and value diversity. We do not discriminate on the basis of race, religion, ethnicity, gender, sexual orientation, age or disability status.
On this recruitment campaign, as part of TfL’s continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and covering letters that could cause discrimination.
**Application Process**
Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter.
**Benefits**
In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the business area but mostly include:
- Final salary pension scheme
- Free travel for you on the TfL network
- A 75% discount on National Rail Season Ticket and interest free loan
- 30 days annual leave plus public and bank holidays
- Private healthcare discounted scheme (optional)
- Tax-efficient cycle-to-work programme
- Retail, health, leisure and travel offers
- Discounted Eurostar t
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