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Document Control and Records Manager
2 months ago
Purpose and Scope
The Document Control and Records Manager will provide expertise and support to the Digitalisation & Information Management Team and other functions in defining and implementing document and quality record management processes, ensuring compliance with company standards and procedures and application of industry best practice.
Key Responsibilities
- Develop and evolve standard operating procedures for document and records management, keeping them aligned with evolving Information Management Standards and Procedures.
- Ensure quality records requirements are embedded in baseline information requirements to ensure regulatory compliance, traceability, and appropriate segregation of lifetime quality records delivered by the project.
- Maintain Master Document Register and ensure related deliverables management processes are fit for purpose.
- Audit existing information delivery processes and collaboration systems and identify improvement and changes needed for improved efficiency.
- Ensure procedures compliance with company policies and standards.
- Support existing and evolving governance and assurance processes such as stage gate reviews, technical assurance reviews, and contribute to development of the Information Management System.
- Ensure continuous control over highly confidential and sensitive information, including legal privilege, GDPR compliance, and price-sensitive data, in alignment with company procedures while addressing information accessibility to meet regulatory reporting requirements.
- Support development of new information delivery planning and CDE management processes in line with ISO 19650 framework.
- Oversee access and management of existing collaboration sites (SharePoint project sites).
- Manage document control team, provide support and direction, and ensure performance, identify resource needs.
- Support migration planning and migration from existing new ways of working.
- Develop appropriate training and deliver training to document control teams and where appropriate project delivery teams.
Requirements and Qualifications
- Excellent understanding of major infrastructure project information delivery processes and challenges.
- Significant hands-on experience in implementing and controlling project information delivery process.
- Experience in development and implementation of document and quality records standards, procedures, templates, and guidance documentation.
- Knowledge and experience in application of records and information policies and standards within major project delivery organisation.
- Experience managing document and quality records teams.
- Good business analytics to identify gaps, improvements, and risks in current and proposed ways of working.
- Experience in delivering small workstreams on time and to expected quality.
- Strong attention to details and delivery of quality outputs.
- Competence in a range of MS office tools such as excel, ppt, Visio, SharePoint and other tools.
- Experience in application of ISO quality and information standards and regulatory requirements.
Behaviours
- Collaborative, open-minded with strong sense of shared team purpose.
- Ability to challenge existing ways of working and drive improvement.
- Trustworthy and reliable, getting results and making things happen.
- Passionate about information management and transforming construction industry.
- Able to cope in technically complex and fast-changing environment.
