Document Controller

Our client Scottish Power are seeking a Document Controller for an initial 18 month contract role based in Edinburgh but working on a hybrid basis.

Job Purpose Statement


The Eastern Green Link 1 (EGL1) Project is a critical infrastructure project that will facilitate the transmission of electricity for one million homes and businesses, with clean, green energy from Scotland to homes and businesses in England and Wales. This SPT/NGET JV Project will significantly contribute towards targets in the government’s Energy Security Strategy and delivery of net zero.

What you’ll be doing:

Reporting to the Document Controller Lead, the EGL1 Document Controller will support the Lead Document Controller with the day-to-day management of the document management system (DMS), which during the Construction stage needs to accommodate the increase in activity associated with the documentation flow between the Contractors and the Client (i.e. the JV) and the increase in administration. The Document Controller will support regular reviews of the existing DMS, and help implement any required changes to ensure that it remains “fit for purpose” for the EGL1 project.

The bulk of documentation will originate from the EPC contractors, but there will also be a significant volume of JV internal documentation. Both Contractors (Cables and Converter) will utilise EGL1 hosted ACC Docs, as the CDE and Fast draft (for Commercial contract information). Also, Converter Station works will be utilising Building Information Modelling (BIM), which also be hosted on ACC Docs.

Key, minimum DMS considerations include:
Centralized Repository, Document Versioning, Retrieval & Search, Lifecycle Management, Collaboration, Access Control, Audit Trails and Compliance, Metadata, Doc review and Approval Workflows, Document Distribution and Publishing, Integration with Other Systems (other than BIM, such as Fastdraft), Reporting and Analytics, and Scalability/ and Performance.
Throughout the project lifecycle, you will support the ongoing development of the EGL1 DMS, associated Project Execution Plan process updates (PEP), and liaison with the Workstream leads, to ensure an effective support.

Support the EGL1 Workstream leads, Project Managers, and Project Construction Teams, responsible for providing support for the development and delivery of the EGL1 Project.

The role holder will assist with key project management responsibilities as well as supporting the onboarding and training of new staff with the EGL1 DMS.

Responsibilities


• Team contact for the EGL1 DMS (process, access, training, communication, system development) including resolving issues as they arise on a daily basis.
• Support the ongoing document management system (DMS) processes and procedures review and development.
• Supporting the seamless implementation of any changes from the existing DMS arising from the initial and ongoing reviews.
• Liaising with the main works Contractor’s document controllers to ensure effective control of contractual documents between the Contractors and EGL1.
• Management of DMS access permissions and distribution lists.
• Provision of management information pertaining to document control.
• Provision of guidance and assistance to the JV team, working collaboratively with the workstream leads to encourage good practice and effective use of the DMS.
• Throughout the project lifecycle, responsible for ensuring that access control is monitored effectively and updated in line with the business goals and objectives.
• Ongoing user training and support.
• Support other PMO related areas as required.
• Coordinate final project archive

Requirements


We are looking for individuals with good inter-personal and communication skills and the ability to form effective working relationships with other individuals, workstreams, and businesses.
To be successful in this position you will need to demonstrate as a minimum:

· HND or equivalent in business discipline/related area and/or previous Document Control experience
· Significant experience of ACC/Autodesk, SharePoint systems
· Experience in a Document Control role for major construction or utility construction projects
· Ability to multitask, prioritise workload effectively, and work efficiently to meet deadlines
· High degree of IT literacy
· Experience in ISO (Apply online only) and ISO (phone number removed) (BIM)
· Strong communication skills with experience of dealing with people at varying levels across the business
· Proactively assist in the resolution of issues.
· Proven ability to work in a team environment.
· Enthusiastic and flexible approach to work.
· Capacity of Empathy and good relationship skills.
· Significant experience in final file / Project handover process