Document Controller

The Ellison Institute of Technology (EIT) purpose is to have a global impact by fundamentally reimagining the way science and technology translate into end-to-end solutions and delivering these solutions in programmes and platforms that respond to humanity's most challenging problems.

EIT will ensure scientific discoveries and pioneering science are turned into products for the benefit of society that can have high-impact worldwide and, over time, be commercialised to ensure long-term sustainability.

Led by a world-class faculty of scientists, technologists, policy makers, economists and entrepreneurs, the Ellison Institute of Technology aims to develop and deploy commercially sustainable solutions to solve some of humanity's most enduring challenges. Our work is guided by four Humane Endeavours: Health, Medical Science & Generative Biology, Food Security & Sustainable Agriculture, Climate Change & Managing Atmospheric CO2 and Artificial Intelligence & Robotics.

Set for completion in 2027, the EIT Campus in Littlemore will include more than 300,000 sq ft of research laboratories, educational and gathering spaces. Fuelled by growing ambition and the strength of Oxford's science ecosystem, EIT is now expanding its footprint to a 2 million sq ft Campus across the western part of The Oxford Science Park. Designed by Foster + Partners led by Lord Norman Foster, this will become a transformative workplace for up to 7,000 people, with autonomous laboratories, purpose-built laboratories including a plant sciences building and dynamic spaces to spark interdisciplinary collaboration.

EIT is committed to cultivating a community where excellence is achieved through collaboration, trust, innovation and tenacity. We foster an environment where everyone's experience and expertise are valued. We are curious and resilient in our efforts to drive long-term, sustainable innovation to meet humanity's most enduring challenges.

EIT is seeking a proactive, detailed and effective Document Controller to join the team. This is a crucial role in maintaining accurate, compliant, and accessible documentation across all projects and operational activities. This includes ownership and control of CAD files, O&M manuals, technical drawings, and other project-related records to support delivery, handover, and ongoing maintenance. The role also contributes to developing digital engineering systems to ensure the business can efficiently receive, store, and retrieve all technical information.

While the role has no direct reports initially, the Document Controller may oversee contractors or temporary document control support as required. The role will work closely with the asset management team and ensure they have all of the relevant information stored in an easy to access system at all times.

Key Responsibilities:

Document Control and Compliance

• Establish, maintain, and enforce document control procedures across all engineering and facility projects.
• Ensure documentation (including drawings, O&M manuals, specifications, and as-built records) is accurate, current, and compliant with EIT and regulatory standards.
• Support audits and inspections by maintaining fully traceable records.

Project and Handover Support

• Coordinate collection, verification, and archiving of documentation from contractors, consultants, and suppliers at project completion.
• Manage O&M documentation to support seamless project handover and long-term asset management.

Document Management Systems (DMS)

• Administer and maintain the electronic DMS platform, ensuring effective version control, document security, and user access.
• Develop and improve document control workflows to enhance efficiency and data accuracy.

CAD and Drawing Management

• Maintain and update engineering drawings, including revision control and as-built records.
• Ensure consistency and accessibility of CAD data across engineering and operations teams.
• Cross-Functional Support and Communication
• Collaborate with engineering, operations, and project teams to provide timely and accurate document access.
• Train and guide colleagues and contractors in document control processes and system use.
• Produce regular reports on document status, compliance, and handover progress.

Continuous Improvement and Record Integrity

• Maintain a live playbook of EIT documentation standards for vendors and contractors.

Essential Knowledge, Skills and Experience:

• Proven experience in document control within engineering, construction, or facilities management environments.
• Strong organisational and time management skills with excellent attention to detail.
• Proficiency with CAD software (e.g., AutoCAD) and drawing management processes.
• Experience with electronic Document Management Systems (DMS) and version control.
• Knowledge of O&M manual requirements and project handover processes.
• Understanding of engineering, construction, or facilities documentation standards.
• Strong IT literacy, including Microsoft Office Suite.
• Excellent communication and interpersonal skills for working with internal teams and external stakeholders.
• Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.
• Key attributes include professionalism, proactive, detail-oriented approach
• Demonstrate a strong sense of ownership and accountability for information accuracy.
• Effective communication, ensuring clarity and consistency across teams.
• Ability to build collaborative relationships with colleagues, contractors, and partners.
• Committed to maintaining compliance and readiness for audits.
• Continuous improvement mindset with a focus on quality and efficiency.

Desirable Knowledge, Skills and Experience:

• Formal qualification in engineering, construction management, or document control (or equivalent experience).
• Experience supporting audits or regulatory compliance activities.
• Familiarity with digital engineering platforms or BIM-related systems.
• Experience developing or optimising DMS workflows and templates.

We offer the following salary and benefits:

Salary: £40,000 - £50,000 per annum + bonus + travel allowance

Enhanced holiday pay

Pension

Life Assurance

Income Protection

Private Medical Insurance

Hospital Cash Plan

Therapy Services

Perk Box

Electric Car Scheme

Why work for EIT:

At the Ellison Institute, we believe a collaborative, inclusive team is key to our success. We are building a supportive environment where creative risks are encouraged, and everyone feels heard. Valuing emotional intelligence, empathy, respect, and resilience, we encourage people to be curious and to have a shared commitment to excellence. Join us and make an impact

Terms of Appointment:

• You must be eligible to work in the UK with a willingness to travel as necessary.
• You must be based in, or within easy commuting distance of, Oxford.
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.
• This position is primarily office/site-based. Working hours are Monday to Friday, 08:30–17:30 (flexibility may be required on occasional evenings/weekends).