Senior Document Controller

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Job Description

As we continue to increase our presence across the water, defence & nuclear energy sectors, partnering with UK companies to deliver their strategic capital delivery programmes for their investment cycles, we have several upcoming opportunities for Senior Document Controllers to join our growing team supporting our Frameworks.

The Document Control/Information Management Department plays a pivotal role in ensuring the efficient management, security, and accessibility of documents and information across all projects and operational levels.

This hybrid position will be working out of our Manchester office and requires visits to our client offices with a blended approach to flexible and home working to support wellbeing.

This is a unique opportunity to be involved in some of the most complex and challenging projects in the UK today, where you will be responsible for document control.

This department is central to the company's ability to execute projects effectively, comply with regulatory requirements, and maintain high standards of quality and efficiency.

• Leadership and Strategy: Lead the document control team, setting objectives and ensuring alignment with project and company goals. Develop and implement document management strategies that enhance efficiency, quality, and compliance. Serve as the primary point of contact for all matters related to document management within the project team and across the organisation.
• Document Management Systems: Oversee the implementation and optimisation of the document management system (DMS) and processes. Ensure the DMS supports project needs, is user-friendly, and adheres to security protocols.
• Quality Control and Compliance: Establish and maintain document control procedures and standards that comply with legal, regulatory, and industry requirements. Conduct regular audits to ensure adherence to document management policies and procedures, addressing any issues of non-compliance.
• Collaboration and Communication: Through efficient document management, facilitate effective communication and information sharing among project teams, clients, and stakeholders. Collaborate with project managers, engineers, and key personnel to ensure documentation reflects current project status and requirements.
• Training and Development: Provide training and support to team members on document control systems, procedures, and best practices. Encourage continuous improvement and professional development within the document control team.
• Record Keeping and Archiving: Ensure accurate and timely processing, distribution, and storage of all project documents. Manage the archiving process for project documentation, ensuring long-term preservation and accessibility in compliance with legal and company requirements.
• Reporting and Analysis: Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Analyse document management processes for effectiveness and efficiency, recommending and implementing improvements.

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Responsibilities

• Document Management: Implement and manage document control processes and systems for accurate recording, updating, and tracking of all project documents, responsible for maintaining the accurate records of company documentation, and meeting formal requirements.
• Quality Control: Ensure all documentation, including drawings, reports, and records, meets quality standards and is in compliance with project requirements and industry regulations.
• Collaboration: Liaise with project managers, engineers, and external parties to coordinate the distribution and flow of documents. Facilitate effective communication and document sharing across all project phases.
• Version Control: Manage and maintain version control of project documents to ensure that the most current and accurate information is available to all stakeholders. Training and
• Support: Provide training and support to project team members on document control procedures and systems. Ensure that all personnel are aware of the document management policies.
• Reporting: Generate and maintain reports on document status, progress, and compliance for project teams and management.
• Archiving: Oversee the proper archiving of project documents and records in accordance with legal, regulatory, and company requirements

Qualifications

Essential Knowledge:

• Document Management Systems: In-depth knowledge of electronic document management systems (EDMS) and related software applications.
• Industry Standards: Familiarity with industry standards for document control, quality management systems, and the specific regulations affecting document management within the engineering sector.
• Compliance and Regulatory Requirements: Understanding of legal, regulatory, and compliance aspects related to document and records management, including data protection laws.
• Bachelor's degree in Business Administration, Engineering, or a related field.
• Significant and proven experience in document control within an engineering or technical environment, preferably in a consultancy or project-based setting.
• Proficiency in document management software and systems, with a strong understanding of engineering documentation practices.
• Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills for interacting with team members, clients, and stakeholders.
• Detail-oriented with a commitment to accuracy and quality.
• Knowledge of industry standards, regulations, and compliance requirements related to document control.
• Ability to lead and train staff on document control processes and best practices.

Essential Skills & Requirements:

• Leadership and Team Management: Ability to lead and manage a team of document controllers, including setting objectives, assigning tasks, and monitoring performance.
• Organisational and Planning: Good organisational skills to manage large volumes of documents and complex information systems. Ability to prioritise tasks and delegate effectively.
• Communication: Excellent communication skills, both written and verbal, for liaising with project teams, stakeholders, and external parties. Ability to clearly convey document management processes and requirements.
• Eligibility for Security Clearance - UK National or UK Resident for 5 years

About Us

Costain helps to improve people's lives with integrated, leading edge, smart infrastructure solutions across the UK's energy, water, transportation and defence markets. We help our clients improve their business performance by increasing capacity, improving customer service, safeguarding security, enhancing resilience, decarbonising and delivering increased efficiency. Our vision is to be the UK's leading smart infrastructure solutions company. We will achieve this by focusing on blue chip clients whose major spending plans are underpinned by strategic national needs, regulatory commitments, legislation or essential performance requirements. We offer our clients leading edge solutions that are digitally optimised through the following five services which cover the whole lifecycle of their assets: future-shaping strategic consultancy; consultancy and advisory; digital technology solutions; asset optimisation and complex programme delivery. Our culture and values underpin everything we do.

Costain appreciate the time and effort taken when applying for one of our positions but, due to the high volume of responses, we are unable to provide individual feedback on candidates at application phase.

We do share individual feedback following an interview.

A Disability Confident employer will generally offer an interview to any applicant that disclose they have a disability and meets the minimum criteria for the job as defined by the employer.

It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people.

For more details please go to the Disability Confident website:
https://www.gov.uk/government/collections/disability-confident-campaign