Document Management Specialist
2 months ago
Sword Group is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We leverage proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. Our passion lies in using technology to solve business problems, working collaboratively with our clients to help them achieve their goals.
About the Role:
We are seeking a meticulous and detail-oriented Document Management Specialist to join our team. In this pivotal role, you will play a crucial part in orchestrating the management of our document systems, ensuring they remain consistently updated and optimized for efficiency. Your responsibilities will encompass meticulously overseeing the flow of critical documents, guaranteeing their accurate storage and seamless accessibility.
By providing essential support and training to our team, you will empower them to navigate our systems effortlessly, thereby enhancing overall operational effectiveness. This Document Control role is embedded within our customer's Document Control team. Your unwavering attention to detail will be instrumental in ensuring strict adherence to industry standards, fostering a culture of compliance within our organization.
Furthermore, your innovative approach will drive continuous improvement initiatives across our document management processes, directly contributing to the efficiency and success of our projects within the Energy, Public, and Finance sectors.
Here's what you'll be doing:
- Update Electronic Document Management Systems to ensure documentation adheres to established work instructions.
- Manage both hard copy and electronic documentation across various archive locations, in accordance with Document Schedules to preserve essential information that can be readily sourced when required.
- Capture and share high-value, final version documentation within the EDMS to preserve corporate memory and improve search capabilities for future retrieval.
- Distribute safety-critical documentation to ensure complete, accurate, and quality information is available at all locations and in emergency situations.
- Continuously seek improvements in processes to enhance efficiency in technical and company management system documentation.
- Track and manage information to establish accountability and traceability.
- Deliver front-line support for information queries to facilitate business requirements.
- Audit controlled documents to ensure integrity and confidence in the documentation held.
- Ensure effective information flow between end users and the management system.
Requirements:
To excel in this role, you'll need:
- Proven experience in Document Control within the energy sector.
- A strong understanding of document management principles and best practices.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Effective communication and interpersonal skills.
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