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We are looking for a Document Controller to join our administration team. The position is suit a diligent and highly organised individual, who will provide support with day-to-day operations of digital information. The ideal candidate will play a key role in managing, organising, and optimising digital and physical information systems, ensuring accuracy, accessibility, and compliance with established policies. They will also be responsible for supporting staff with file management, document control, and information handling across the organisation.
Main Duties
- Upload, organise, and maintain digital content across platforms.
- Ensure all information is current, accurate, and compliant with data protection regulations.
- Develop and manage retention and disposal schedules for electronic and physical content.
- Ensure compliance with organisational policies and information governance standards.
- Log new jobs and create, maintain, and manage hard copy and electronic project files, including project email folders.
- Track and record the movement of files within the office to ensure their accessibility and proper management.
- Liaise with project teams to implement suitable file-sharing platforms for large projects.
- Provide support for larger projects, including file uploads to third-party platforms and monitoring contract administration and information exchange.
- Collaborate with the IT department to conduct IT housekeeping tasks.
- Coordinate with project managers at the end of the project life cycle to archive materials using an agreed checklist.
- Maintain and update archive records internally and on external platforms.
- Respond to queries and conduct searches for archived project information.
- Identify files due for destruction and update the archive database accordingly.
- Hold weekly meetings with Communications and Quality Management teams to address information management and quality management system matters.
- Assist in implementing, configuring, and maintaining digital tools and platforms.
- Support the migration and integration of data into new systems.
- Deliver one to one support to individuals and induction training as and when required.
Skills and Knowledge
- Excellent organisational skills with a flexible approach to duties and ability to prioritise.
- Good time management skills; proficient at working on a variety of tasks and meeting all deadlines.
- Methodical with high attention to detail.
- Personable and professional attitude to work.
- Good communication skills, both verbal and written.
- Logical and practical approach to problem solving.
- Able to use initiative and work unsupervised on occasions.
- Proficient in MS Office in particular Word, Excel, and Outlook.
- Excellent record of attendance and good timekeeping.
Salary and Benefits
- £30-32K
- 21 days holiday plus bank holidays, increasing with service
- Contributory Pension Scheme
- Employee Assistance Programme
- Life Assurance
- Private Medical Insurance
