Vacancy

Document Controller


Document Controller

 

Job Title: Document Controller

Department: Design Department

Location: Brandesburton, East Yorkshire

Reports To: Head of Design

 

Purpose: 

A document controller is a controller responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments.

Experience, Qualifications & Training:

There are no official qualifications that are required to become a document controller; however, the following are recommended.

  • National vocational qualifications (NVQ).
  • Knowledge of ASITE, BIW, 4projects or any other document control system.
  • An excellent grasp of Microsoft Office programs.
  • Top-class typing and report writing skills.
  • Detail-focused document organizing abilities.
  • Familiarity with the relevant regulations regarding document keeping and handling.
  • Able to proactively manage database changes using software management systems.
  • Time-oriented approach to handling queries and tasks.

 

Principle Accountabilities:

The Roles includes but is not limited to the following.

  • Set up, copy, scan, and store documents
  • Create templates
  • Manage requests for documentation
  • File documents in physical and digital records and ensure appropriate storage
  • Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date
  • To liaise with and distribute project related information with all levels of the project team and potentially external parties
  • Manage the processes around documentation within the organisation
  • Maintain confidentiality around sensitive documentation
  • Prepare ad-hoc reports on projects when required

 

Desirable Skills:

  • Strong IT skills in MS office including outlook, excel and word.
  • Good attention to detail
  • The ability to multitask
  • Highly organised
  • Excellent communication skills
  • Proficient typing skills
  • Minute taking

 

KPI’s:

Performance indicators to measure documentations’ performance & status:

Weekly report to be shared with delivery time every week.

  • Percentage of documents rejected due to quality / compliance issues
  • Percentage of documents rejected by clients (for document control related reasons)
  • Percentage of late documents
  • Average review time
  • Percentage of documents in the various statuses (for example: x% of documents in “Issued for Review”, x% of document in “Issued for Construction”, etc.)
  • Status against TIDP

 

 

 

The above duties are neither exclusive nor exhaustive of the job and additional accountabilities may be required and incorporated from time to time.