We are looking for an Information and Document Controller to join our busy team, flexible working from our head office in Harwell Oxfordshire.
This role will require you to be in the office at least 2 days a week, where you will be responsible for the management of all documentation flows relating to the GDF Programme and Projects. This will include supporting the implementation of a document control system and the creation and management of efficient document control processes including but not limited to: document numbering, sorting, tracking, storage, reference and retrieval (including disaster recovery) of both electronic and hard copy documents produced by technical teams, project managers and programme managers throughout the NWS organisation.
This role will ensure that an effective document, record and knowledge management approach and system is in place to support improved efficiency across the NWS GDF Programme. The role will work closely with the corporate NWS Document Management processes and comply with the NWS Quality Management System. This role has no direct reports but is expected to have strong communication and interpersonal skills that will enable them to successfully influence and respectfully challenge colleagues in relation to upholding document and change control standards.
You will report direct to the GDF Head of Knowledge Management under the Programme Director. Internal contacts: close liaison and interaction with project managers in all directorates and, PMO and programme managers in the Programme directorate and across the GDF Functions. Working closely with the NWS HSSEQ directorate as necessary to ensure compliance to records management, physical and cyber document security.
- Identifying requirements, implementing and supporting a document management system suitable for the GDF Programme.
- Collaborate with Project and Programme Managers to implement and maintain robust document management processes and policies for both electronic and hard copy documentation.
- Carrying out internal audits of existing documentation relating to the GDF programme to ensure consistency, accessibility, and compliance with document handling principles.
- Establishing and ensuring adherence to existing NWS operating principles around document , records management and document control procedures.
- To ensure that all GDF programme document assets and artefacts are managed, tracked and under version control. The role will create a central Library of GDF programme document artefacts with a supporting master data register.
- Within the NWS Quality Management System, to maintain the NWS GDF document management systems, including systems administration and always ensuring integrity of data.
- Establish and maintain standardised GDF document control processes and storage of soft and hard copy documentation and communicate to the NWS organisation.
- Establish and execute an effective means of monitoring and assuring the consistent use of GDF document and knowledge management practices within the GDF Programme.
- Ensure that effective knowledge, collaborative working, and records management systems are developed, implemented and maintained across the GDF Programme.
- Act as the SME for document control management across the GDF Programme, providing expert guidance to, support and training to the GDF community.
- Ensures that all approved, current documentation is easily accessible and available for use by all relevant parties. Assist in the creation and maintain distribution lists / workflows / review cycles.
- Ensure obsolete/superseded/withdrawn documents are appropriately stored and referenced. Ensure holders of obsolete/superseded/ withdrawn documents are deleted/destroyed or marked as 'Superseded' and removed from possible use. Carry out periodic checks to ensure compliance.
- Create and maintain Master Document registers as required.
- Review document details, ensure they are correct prior to issue (e.g. doc number, revision, status (reason for issue), title, date, page numbering, header, footer, template used, print set-up, signatures).
- Quality check documents and edit any that have typographical / formatting errors that may lead to the disqualification of the document or cause it to look unprofessional.
- Educate and train the organisation in how to use the Document Management system and supporting processes, as appropriate.
- Internally auditing all relevant GDF programme documentation to identify, categorise, archive and make accessible all documentation in accordance with document management principles
- Control information flows with external suppliers in accordance with document control requirements. Ensure all incoming and outgoing documentation adheres to established document management principles.
- Develop ‘master’ document templates and forms and train all relevant stakeholders in how to use them
- Working closely with GDF Project Teams with the monitoring and compliance of document control processes and procedures.
- Appropriately stores, indexes, maintains and retrieves documentation in line with the requirements of the GDF programme.
- Establish document naming conventions and ensure appropriate version control within the GDF programme document control register.
- Proven experience of leading and delivering document management systems and associated processes.
- Familiarity with large scale Major Capital infrastructure programme and multiple projects in a complex environment
- Ideally experience in the management and support of SharePoint
- Familiarity with MS Office 365
- Experienced with leading change, with the ability to work in an environment undergoing significant transformation, can demonstrate a proven ability to adapt to shifting priorities, demands and timelines through analytical and problem-solving capabilities
- Ability to manage and build relationship with diverse stakeholders
- Flexible, proactive and with interpersonal skills and the ability to drive change within the GDF and NWS organisation working with multiple stakeholders to understand and serve their document management needs
- On appointment to an RWM, full-time staff are entitled to a generous annual holiday allowance of 38 days’ annual leave. LLWR up to 43 days in addition to a buy/sell scheme
- Rewarding performance (bonus scheme)
- We offer a generous above average pension scheme
- learning and development support
- payment of relevant annual professional subscriptions
- Employee Assistance Programme
- Financial advice assistance
- Flexible working
- Extended family-friendly policies
- Cycle to work scheme
- We welcome flexible and agile working practices
- Flexible working requests can be submitted from day 1 of employment