The Document Controller is responsible for applying document management under supervision, primarily in non-complex situations. The Document Controller has a comprehensive knowledge of the competence in situations of limited complexity.
- Top 5 Major Tasks and Activities:
- Registering and capturing of documents in the EDMS – including the Client or any
- relevant sub-contractors documentation
- Review of document formats, coding and adherence to checking & approval processes
- for signatures
- Circulation of documents for review, information, acceptance etc.
- Provision of daily/weekly and monthly status reports
- Archiving, closeout and handover at project completion
- Allocation of the Client document numbering systems
- Administration of the EDMS, performing Super user permission e.g. creating vaults,
- managing users and their permissions, adding and changes to the workflows, data cards and reports.
- Manage the Document Control Group shared Inbox
- Control of electronic document and drawing files
- Circulation of documents for review, information, acceptance etc
- Document revision process and retention
- Document filing and retention – both hard copy and electronic originals
- Issue of controlled documentation as required on the project
- Ensure all deliverables required for handover to the Client are stored during the project or interim delivery at agreed stages
- Liaison with Client Document control team and DMS
- Training and development of all stakeholders involved in the document processes.
- Maintenance of governance measures
- Attending and contributing the business Document Management Specialist Interest Group
Key Outputs / Deliverables: Business Unit
- Document Control System
- Document Distribution Matrix
- Master Document/Deliverables register
- Supplier Document Distribution Matrix
- Supplier Document/Deliverables register
- Daily/Weekly/Monthly Status updates
- Lessons learned Updates
HSSE Responsibilities and Accountabilities
- Can explain their responsibilities for their own and others health and safety welfare
- Can explain their safe systems of work and their empowerment to stop work and immediately report to their line manager if they feel that something is unsafe or something is not right
- Can explain how to report an HSE unsafe act and not walk by.
- Can explain and adhere to all environmental processes and procedures as detailed by the Company
- Quality Responsibilities and Accountabilities
- Can locate the instructions for their role within the Quality Management System
- Can define the quality requirements associated with their tasks and role
- Can state how their role relates to the Company Strategy
- Can state who is next in their process (who uses what they create)
- Demonstrates how they have carried out their job correctly (in accordance with Quality requirements)
- Continuous Improvement Responsibilities and Accountabilities
- Responsible for working with the business unit functional departments to identify and deliver improvements in quality, schedule and cost within the project
- Identification of Lessons learned back into the business
- Financial Awareness & Management
- Can describe why their financial awareness is important to the Company and to support them operating within their role
- Can explain the processes and practices that apply to their financial aspects of their job and use them as appropriate and required
Commercial Responsibilities and Accountabilities
- Can state how their role contributes to the commercial viability of the site or project
- Demonstrates awareness by following appropriate procedures and governance
- Considers the risk or other options if appropriate and discusses with their line manager
- Seeks involvement of line manager or other internal Stake holders for any business
- improvement ideas that will improve commercial viability of all activities
- Extensive recent and relevant experience in a similar environment / business sector
- Awareness of various contracting methodologies (eg FIDIC/NEC3/JCT etc…)
- Advanced knowledge of document management techniques
- Experience of various document management toolsets
- Full project lifecycle experience from bid phase through to close out
- Relevant qualification in Information Management
- National Diploma in Business Admin (Level 4) or equivalent qualification
- Experience in applying document management in a complex environment
- Have an professional qualification (eg APM/CMII) (or equivalent)
Key Technical Skills
- Practised (applies the competence under supervision, primarily in non-complex situations has a working knowledge of, and can describe, the competence) in the following APM competencies
- Requirements Management - the ability to prepare and maintain definitions of the requirements through the project lifecycle including document management of deliverables.
- Change Control – the features of a rigorous change control process , and how to establish , implement and maintain a change control process
- Quality Management - the ability to develop, maintain and apply quality management processes and outputs.
- Aware (has awareness of the knowledge needed for the competence) in the following APM competencies
- Reviews – the legal, regulatory and organisational requirements for review, the range of factors that need to be evaluated during reviews, and how these may vary throughout the lifecycle of the project
- Frameworks and methodologies – the appropriate adoption of specific frameworks and methodologies for the management of projects and tailoring of these
- Contract Management - The nature of contracts and statements of work, and the implications for the contracting organisations and the suppliers into this. Negotiating and managing contract variances
- Stakeholder and Communications management – the systemic identification and analysis of stakeholders , and the planning and conduct of interactions to engage and communicate with them
Additional Practised Competencies not covered in APM –
- Information Management - Collecting, storing, disseminating, archiving, retrieving and appropriately destructing information in accordance with regulations/policy as appropriate
- Information Assurance - Protecting information from unauthorised access, use, disclosure, disruption, modification, recording or destruction
- Information Technology - Appropriately use computers/digital devices and the associated programs/applications applicable to role
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