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Trainee Document Controller

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

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Position Title: TRAINEE DOCUMENT CONTROLLER
Department: Quality
Reports to: Document Control Manager


POSITION SUMMARY

The Document Controller is responsible to perform document control functions for BYLOR and support the Document Control Manager to implement the document control system.


ESSENTIAL RESPONSIBILITIES


Document Control System

  • Perform registration, dispatch, filing and archiving of formal documents;
  • Monitor compliance with requirements; assist in controlling deviations and following up their correction;
  • Train BYLOR staff on document control requirements, processes and use of EDMS tools. Train also Provider’s Document Control staff on the same;
  • Ensure system improvements established by the Document Control Manager are properly implemented;
  • Be Document Control’s point of contact for the internal teams and Providers delegated by the Document Control Manager;
  • Liaise with the Client’s Document Control staff on minor day to day document control issues;


Document Control Means

  • Inform the Document Control Manager of issues, adjustments and improvements required in the supporting means such as templates, registers and EDMS tools, which require administrator rights;


Document Control Preparation

  • “Quality check” documents entering BYLOR’s Document Control system to ensure they comply with its requirements;
  • As agreed by the Document Control Manager, support staff to make necessary corrections;

 

Document Control Registration

  • Allocate document numbers to ensure formal documents are uniquely and correctly identified, and that associated metadata is correctly allocated and captured;

 

Document Control Dispatch

  • Implement and monitor EDMS workflows to ensure always the correct version at the point of use;
  • Manage reprographics requests when delegated by the Document Control Manager;
  • Prepare document transmittals;
  • Obtain acknowledgement of receipt;

 

Filing and Archiving

  • File documents in BYLOR’s Master File per the Filing and Archive Plan to ensure they are protected from loss, damage and deterioration, and that they remain readily retrievable;
  • Assist other departments as directed by the Document Control Manager to properly file and archive master documents they manage outside the document control system;
  • Control access and use of Master File documents;
  • Control obsolete documents (superseded and cancelled);
  • Assist other Departments to set up and maintain Working Files as directed by the Document Control Manager;

 
Document Control Reporting

  • Provide Weekly, Monthly, and other reports requested by the Document Control Manager.


SKILLS AND QUALIFICATIONS

 

  • Experience in an administrator role
  • Ideally at least 2 years’ experience performing the duties described above, training provided
  • 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.