Information controller and Project Co-ordinator

Department: Administration

Location: London

We have set out to be the market leader in technology and connectivity integration across UK infrastructure.

We will draw upon our core values and out-perform others, delivering excellence through customer responsiveness, collaboration, and innovation.

In doing so we will create a sustainable future for our people and our customers, reshaping and influencing the industries we operate in.

Working in partnership with our customers we intend to achieve the extraordinary.

Overview

As part of your day to day role, you are responsible for the following;

• Document control activities including Network Rail’s eB & CEMAR control systems.
• Update Network Rail eB data management as required by the client and against internal requirements.
• Manage documents (internal & external)
• Monitor so that the programme teams comply with document control processes and procedures
• Check compliance and quality of documents
• Maintain a register of documentation and files through the use of the EDMS (eB)
• Distribute documentation to relevant people
• Liaise with Sponsor \ Contractor \ Subcontractor organisations
• Perform EDMS checks using issues\error reports (minimum – weekly)
• Report on the progress of documents
• Manage the storage of all hard copy documentation for the programme
• Take ownership and responsibility for the completion of tasks in accordance with agreed quality, process, budget and timescale constraints.
• Support the management & project teams in completing project related administrative tasks and general office administrative tasks commensurate with the operations of a busy project office. This will generally include, but not be limited to :-
  • Manage records of staff briefings for the team
  • Working with the procurement department to ensure purchase orders are correctly raised and GRN’d to support project activities accurately and within correct cost periods.
  • Photo copying, printing and collating of documents in support of project activities.
  • Production of Word, EXCEL and PowerPoint documents/reports to support projects.
  • Maintaining stationary stocks.
  • Ad hoc requirements.
  • Take receipt of incoming mail/parcels and distribute accordingly.
• Ensure that all reasonable care is taken to ensure that work is conducted professionally and safely and in accordance with agreed standards.

The above list is not exhaustive; you will occasionally be asked to undertake additional duties where it is reasonable and appropriate.

Essential

• Maintain smart dress code and appearance commensurate with business guidelines.
• Excellent time management, communication (both written and oral) and organizational skills.
• IT literate – Microsoft Office, document control process including Eb. (Training will be given for EB and CEMAR)
• Able to multi task.
• Able to communicate effectively with staff in all disciplines.
• Excellent telephone manner.
• Basic understanding of rail terms
• Manual Handling Practical
• Fire Safety Awareness

Desirable

• Knowledge of eB is a distinct advantage
• Redksy Training
• CEMAR Training
• First Aid at Work (3 day)

Disclaimers

ENGLISH LANGUAGE PROFICIENCY

All employees must be able to speak the English language with fluency with good oral and written skills. Fluency relates to a person's language proficiency and their ability to speak with confidence and accuracy, using accurate sentence structures and vocabulary. For those whose first language is a signed language, all reasonable adjustments will be made.

GENERAL SAFETY
Comply at all times with the requirements of Linbrooke Services’ HSEQ policies and in accordance with the Health & Safety at Work Act. Delivery of all work in accordance with Linbrooke Services’ quality procedures and customer standards and specifications. Support the business during quality audits and demonstrate compliance.

HOW WE USE THE INFORMATION YOU PROVIDE

As of May 2018, the new European Union General Data Protection Regulation (GDPR) came into force and will impact every organisation which holds or processes personal data. These regulations will remain in force regardless of the United Kingdom’s status as a European Union member state.