Senior Document Controller

**Job Purpose**

The Senior Document Controller is a project focal point for DCC within the Operations business unit. They are responsible for administering the document control system and IMS and carrying out all project duties. Ensure that all new documents are issued consistently and in a timely manner, all records are maintained, tracked, controlled and distributed as per procedures.

This role will also support the development of systems, processes and procedures to improve the business services function.

**Key Responsibilities & Accountabilities**

1. Adhere to and champion the use of standardised document templates to be used in the IMS and EDMS.

2. Train and guide stakeholders in proficient use of the IMS and EDMS.

3. Assist in the development and review of robust procedures and controls for the use of the systems.

4. Publish in the management system approved documents and where appropriate transmit hard copies to relevant stakeholders within the business and any external parties.

5.Carrying out QA/QC checks on the content of new and updated documents, progressing documents through the workflow.

6. Process controlled/uncontrolled documents from drafting through to publication including procedures, process map and user profiles.

7. Independently undertake system integrity verification checks and identify errors to be rectified.

8. Support the creation of end-to-end workflows and management system overviews.

9. Carry out hard copy documentation audits when required.

10. Work with the vendor to manage new software releases.

11. Follow the numbering structure for the operations side of the business, in alignment with engineering to create a consistent approach, companywide.

12. Participate in the review and update of document control procedures to ensure correct, consistent, and standardised processes are used within the document control team for the operations side of the business.

13. Ensure adherence to the procedures and policies in place.

14. Receiving and distributing documentation to all stakeholders, including uploading to the clients EDMS (where required).

15. Numbering, registration, distribution, and tracking of documentation.

16. Ensure the use of standardised templates (procedures and forms).

17. Issuing status reports in both Document control and the IMS.

18. Ensuring documentation accuracy, quality, and integrity.

19. Managing project/modification document control close-out.

20. Manage all paper and electronic document flow, and from / to contractors or vendors. Create and maintain document distribution matrix.

21. Establish and coordinate the use of document team working areas for uncontrolled documents and informal sharing.

22. Maintain the Electronic Document Management System (EDMS) and master drawing register.

23. Ensure that all work is carried out safely in compliance with Health, Safety and Environmental (HSE) policies and procedures.

The above is an outline to key duties and accountabilities, rather than an exclusive or exhaustive list of responsibilities. The postholder is expected to undertake any tasks which may reasonably be expected within the scope of the position.

**Knowledge & Qualifications**

1. Proven work experience in Document control is essential.

**Skills & Experience**

1. Must be able to meet tight deadlines is essential.

2. Effective and efficient communicator, both verbally and written is essential.

3. Highly organized with the capacity to manage multiple tasks and projects simultaneously.

4. Strong computer literacy, with a focus on MS Office Packages including Excel, PowerPoint, SharePoint, Word, Visio. Experience in use and deployment of Integrated Management Systems and Electronic Document Management Systems.

5. Self-motivated and proactive, with the ability to work independently and take initiative

6. Ability to work in a fast-paced, dynamic environment with changing priorities is essential

**Job Types**: Full-time, Permanent

**Benefits**:

- Company pension
- Life insurance
- On-site gym
- Private medical insurance

**Language**:

- English (required)

Work Location: In person