Purpose of the Job

We are looking for an individual to lead our Document Control team to deliver the strategy and policy for document control and management along with establishing and maintaining procedures for managing change control for documents within emerging Elizabeth Line Infrastructure manager organisation. Previous experience as a Document Controller / Manager is essential, ideally within the rail / transportation Sectors, however, consideration will be given to applications from other sectors.
Reporting to the Operations Programme Manager, you will be accountable for the delivery and maintenance of a fast and effective document control service whilst ensuring that key deadlines are achieved.

Principal Accountabilities

• Define, promote and embed Strategies, Policies and Procedures required for Document Control within the Engineering, Operations, Maintenance and Rolling Stock & Depots functions within the organisation.
• Maintain the existing Document Control system to meet the needs of Elizabeth Line organisation.
• Monitor compliance against the policies and procedures for document control through regular quality checks and audits, providing advice and guidance to address problems and where appropriate issue corrective actions to resolve non-compliances.
• Maintain and develop SharePoint and LiveLink to process incoming and outgoing project critical documentation and support the wider business needs.
• Manage the Document Control team and the service it delivers so that it meets the organisation's day to day needs and its longer term strategic requirements.
• Collation of progress reports as required and support the Business Management team in preparation of correspondence and reports.
• Provide training on the organisation's document control system(s) and use of SharePoint.
• Control the issue and receipt of all documents ensuring appropriate quality checks take place based upon the type of information being processed.
• 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 prevailing Project principles.
• Co-operate with the Programme in all matters relating to health and safety, including following safe working procedures at all times.
• Maintain an appropriate level of know-how and familiarisation with systems and software in use within the Document Management function and advise where upgrades and/or training may be necessary.
• Act as a role model for the Elizabeth Line vision and values and behaviours and encourage and support others to do so.
• Promote inclusivity 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.
• Collaborate with requests from Head Office and other bodies to be agreed, to assist with official audits.
• Main challenges of the job
• Establishing and embedding a standardised and consistently applied document control policy and procedures across all the individuals, departments within RfL .
• Once established sustaining the document control policy and procedures balanced against a dynamic working environment where change is inevitable. The post holder must be able to adapt policy and procedures efficiently and effectively in such a way that change is transparent to the end users of the document control service.
• Ensure that at all times, safety of staff and of the railway is supported by correct management of documents.
• Dimensions & Interfaces (both internal and external)
• The Business Information Manager will work in the Elizabeth Line/RFLI Business Management team or such successors as may emerge.
• The Business Information Manager will work with the functional heads of all departments and their direct reports to understand the business processes and overall requirements that the Document Control System(s) & Service(s) must support.
• There will be no direct budgetary responsibility in this role, but the Business Information Manager will be expected to review and assess the cost impact of policies, procedures and future potential changes to these and advise the Operations Programme Manager accordingly.
• The Business Information Manager will play a key role in the development of the future Enterprise Content Management solution for the organisation. The post holder will need to act as an SME within the programme and guide the development of the future solution to ensure it meets the organisations requirements.

Person Specification

• Minimum of ten years document control experience, with a minimum of five years as a Document Control Manager.
• Experience with electronic document control and training system essential.
• Exercises judgment within broadly defined practices and policies in selecting methods, techniques and evaluation criteria for obtaining results.
• Strong verbal, written, organisational, time management and interpersonal skills.
• Strong analytical skills.
• Strong computer skills, including advanced knowledge of Electronic Data Management Systems (EDMS) and MS Office Products.