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Document Management Specialist

4 weeks ago

Aberdeen, Aberdeen City, United Kingdom Sword Group Full time

Sword Group is a leading provider of business technology solutions within the Energy, Public, and Finance Sectors. We drive transformational change within our clients by leveraging proven technology, specialist teams, and domain expertise to build solid technical foundations across platforms, data, and business applications.

About the role:

This pivotal position as a Document Controller at Sword Group will significantly impact our documentation processes. As a key member of our team, you will orchestrate the management of our document systems to ensure they are consistently updated and optimized for efficiency.

Your responsibilities will include meticulously overseeing the flow of critical documents, ensuring their accurate storage and seamless accessibility. By providing crucial 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 meticulous attention to detail will play a key role in ensuring strict adherence to industry standards, fostering a culture of compliance within our organization.

Key responsibilities include:

  • Updating Electronic Document Management Systems to ensure documentation adheres to work instructions
  • Managing hard copy documentation on both onsite and offsite archive locations, in accordance with Document Schedules to preserve evidential information that can be sourced when required
  • Capturing and sharing high-value, final version documentation in EDMS to preserve corporate memory and improve search and future retrieval
  • Distributing safety-critical documentation to ensure complete, accurate, and quality information is available at all locations and in emergency situations
  • Seeking continuous improvements in process to improve efficiency in technical and company management system documentation
  • Tracking and managing information to establish accountability and traceability
  • Delivering front-line support for information queries to facilitate business requirements
  • Auditing controlled documents to ensure integrity and confidence in the documentation held
  • Ensuring information flow is effective between end-users and management systems

Requirements:

The ideal candidate will possess:

  • Document Control knowledge and experience gained within the energy sector
  • Good written and verbal communication skills
  • Proven experience in the use of electronic document management systems (EDMS)
  • Motivated self-starter, ability to work on own initiative
  • Methodical and organized, with good attention to detail
  • Knowledge of engineering and design documentation types

Benefits:

Sword Group offers a comprehensive benefits package designed to support your professional development and enhance your overall quality of life. This includes:

  • Personalized Career Development: We create a development plan customized to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth
  • Flexible working: Flexible work arrangements to support your work-life balance
  • A fantastic benefits package: This includes generous annual leave allowance, enhanced family-friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance program, discounted cash plan, and more

We are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement.