Document Controller Department:

. Purpose of the Job

To be the focal point for document control for a designated team providing support to facilitate effective management and control of: delivery, corporate, departmental, administrative, procurement, project and historical documentation as required. To maintain the document control processes and procedures that have been implemented and to ensure that management and control of all documents, including creation, retention, and revision control is compliant and effective.

. Principal Accountabilities

Operate the document control process appropriate for each category and classification of document/drawing to ensure effective creation, control, management, recovery and change revision control

Carry out routine document control activities for the company, including document release and publishing, query handling, management of transmittals, copying, scanning and library management

Provide support to the team with regard to document numbering, the application of metadata, and all aspects of use of the EDMS and on the document control procedures to be followed

Maintenance and checking for accuracy of existing document records

Control and management of electronic transmittals both internally and externally

Assistance to all staff with the issue of electronic documentation and drawings, including preparation of distribution matrices as required

Support to departments in the issue receipt and tracking of all documentation both electronically and in hardcopy where applicable

Assistance to the Document Control Manager in the development of procedures, routines and practices relating to document control, and in undertaking audits to help ensure these procedures are being followed

Take reasonable care of your own and others’ health and safety and of those who may be affected in the day-to-day delivery of this role by taking personal responsibility for working to Target Zero principles

Co-operate in all matters relating to health and safety, including following safe working procedures at all times

Act as a role model for vision and values, behaving in ways that are in alignment with Ways of Working. Encourage and support others to do so too

Promote equality in the workplace and adopt appropriate behaviour when interacting with colleagues

Take necessary care to properly protect the confidentiality, integrity and availability of corporate information from unauthorised disclosure, modification or destruction. Never knowingly put information or information systems at risk

3. Main challenges of the job

providing on-going support with regards to all aspects of the EDMS

Responding to local team and project requirements and prioritising tasks in a mostly reactive role

To champion best practice and strive to continuously improve the document control procedures and processes

5. Person Specification

Substantial practical document control experience in a similar environment

Technical knowledge and experience of document control systems

Methodical and analytical approach to work

Good communication and interpersonal skills

Team player with positive “can do” attitude

Familiarity with typical MS office computer applications, such as word and excel

Major project experience, either in the rail and/or construction industries

Background into ISO9001: 2000 requirements ref. data/documentation capture

Understanding of paper handling systems, document registration, filing, numbering and archiving systems