Job Title:

Document Controller

Reporting to:
Operations Manager

Business Unit:
Renewables England

Location:
Stafford / Coventry

Purpose of the Position

The key job functions will be to maintain the flow of documents, providing an auditable trail of incoming and outgoing documentation using the company procedures and systems, both manually and/or electronically.

Tasks will include uploading/downloading, copying and printing of incoming and outgoing project documents and drawings. Archiving and filing will also be required, along with general office administration.

Working in accordance with ISO9000 procedures, the ideal candidate will be able to comply fully with current practices and contribute to the policy of continuous improvement.

Responsibilities & Duties

Including but not limited to the following:

• Reviewing and maintaining the accuracy of both incoming and outgoing records, editing where necessary to ensure they are kept up to date.

• Ensure that documentation complies with relevant standards and requirements.

• Manage document versions and ensure that the latest versions are always accessible.

• Maintain the Master Document Register to ensure it reflects the right information at all times.

• Issue Document Reference numbers to project team members.

• Assist the BU’s Information Manager when required, including holiday cover where possible.

• Prepare both regular and ad-hoc reports on projects when required.

• Liaise with all levels of the project team and potentially external parties, distributing project-related information in an appropriate and secure manner.

Governance

Interfaces and relationships with key stakeholders:

• Design Manager

• Project Managers

• Project Teams

• External suppliers, clients, etc.

Person Specification

Qualifications and Experience

The jobholder must be a results-focused self-starter with the enthusiasm, motivation and initiative to succeed in this role, possessing:

• Evidence of previous experience of providing document control within a busy business environment.

• Recent experience in providing administrative support within an office environment.

• A good standard of educational attainment with a minimum requirement for GCSE passes in English and Maths.

• Sound IT skills, including use of the Microsoft Office package, with the ability to quickly learn new skills and become familiar with new software packages.

• Excellent organisational, communication and interpersonal skills, able to relate to staff at all levels.

• Ability to work under pressure, be a team player, and have a high level of self-motivation.

• Possess the ability to use initiative to ensure new skills and tasks are picked up easily.

Desirable Skills and Competencies

• Relevant additional qualifications which will assist in ensuring high levels of performance.

• Evidence of recent administrative experience in a similar commercial or technical organisation; familiarity with an electrical utility contracting environment will be an advantage.

• Previous experience of using a computerised Document Management System (DMS).

• Previous experience in the use of AutoCAD design software package.

• Previous administrative experience in compiling tender or procurement documentation will also be an advantage.

Values

In line with Omexom’s values, the jobholder must demonstrate the following qualities:

Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.

Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.

Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient, high-quality results.

Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.