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Document Controller

Job Category:  Administration
Contract Partner Company:  BYLOR
Employing Company:  BYLOR

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Document Controller – Bylor JV  - Hinkley Point C project based in Somerset

 

Joint Venture between Laing O'Rourke and Bouygues TP to work on the Hinkley Point C

 

Document Control System

  • Implement BYLOR’s document control system (Plan, Procedures, Matrix, Templates, Tools, etc.), including performing registration, dispatch, filing and archiving;
  • Monitor compliance with requirements; control deviations and follow up their correction;
  • Train BYLOR staff on document control requirements, processes and use of the various tools. Train also Supplier’s Document Control staff on the same. Help prepare supporting training materials if requested;
  • Help maintain the document control system, adapting and improving it as the project evolves;
  • Liaise with BYLOR staff and Supplier for document control matters;
  • Liaise with the Client on document control processes and issues for assigned work scope;

 

Document Control Means

  • Implement and maintain document control registers;
  • Support administration of the Electronic Data Management System (EDMS), and in particular establish and maintain the workflows;
  • Liaise with the EDMS Provider and BYLOR’s IT Team to resolve software issues and to pursue potential improvements;

 

Document Control Preparation

  • Ensure BYLOR’s standard document templates are readily accessible and properly used by all staff;
  • Ensure documents entering BYLOR’s Document Control system to comply with its requirements;
  • Prepare guidance for Document Control Staff to perform quality checks;

 

Document Control Registration

  • Ensure all formal documents are uniquely identified in BYLOR’s Document Control System, and that associated metadata is correctly allocated and captured;

 

Document Control Dispatch 

  • Establish, implement and maintains EDMS workflows to ensure correct version at the point of use;
  • Manage reprographics requests including invoice reconciliation if requested;
  • Prepare document transmittals;
  • Obtain acknowledgement of receipt;

 

Filing and Archiving

  • Implement and maintain the Master Files per the Filing and Archive Plan to ensure documents are protected from loss, damage and deterioration, and that they remain readily retrievable;
  • File documents managed by the Document Control Team;
  • Assist other departments to properly file and archive master documents they manage themselves;
  • Control access and use of Master File documents;
  • Control obsolete documents (superseded and cancelled);
  • Assist other Departments to set up Working Files;
  • Establish and maintain the Filing and Archiving Procedure incorporating requirements of the parent companies, contract, law and regulations;

 

Document Control Reporting

  • Provide Weekly and Monthly reports on key performance data as required by Management and the Client;
  • Provide other reports on request;

 

Skills and Qualifications:

  • Strong experience performing the duties described above
  • Ability to understand the underlying principles involved in the process and a strong initiative to apply them and manage the process overall
  • Candidate must be accurate, meticulous, proactive, efficient, self-organizing, a good communicator
  • Able to work constructively with staff of BYLOR, Providers and the Client’s document control function
  • Proficient in using common software, particularly MS Word, MS Excel and Adobe Acrobat Professional; EDMS training is provided
  • Experience and familiarity in major construction works and the types of information handled is an advantage

 

For this role you must have evidence of right to work in the UK. As a project, we do not discriminate on the grounds of age, gender, race, colour, religion, disability or sexual orientation, and we welcome applications from all sections of the community.