Birmingham, West Midlands
Rail Technical Team
12 months ago
Job Title: Document Controller
Job Type: Contract
Rates: Excellent rates of pay available
A leading client in the Rail Industry is recruiting for a Document Controller to work on a long term contract basis, based in Birmingham.
Provide support to users in the day to day operation of the principal electronic document management system, eB and its interface with other systems such as Sharepoint, Horizon, CRM, Projectwise etc. This ensures users understand the need for high quality information being held, to maximise the effectiveness of the system and realise its benefits.
Attend to user's system related problems and provide creative solutions for the user to be able to use the system in the intended way, this includes design of sharepoint portals to facilitate effective use.
Develop and deliver standard training to system users and provide user support on technical queries, this includes classroom training for staff, one to one training, customised group training and training delivered to the supply chain both on the premises and at the supplier's premises.
Work between business teams and developers to understand user needs and ensure effective delivery of appropriate solutions on the system.
Proactively explain the benefits of document management to different groups in order to
promote the awareness and application of the system.
Work closely with business areas to identify requirements to help develop and improve the document management system.
Ensure that meta data and information in the company EDMS is correct, complete and up‐to‐date, including revision, status, security and restriction of data.
Advising departments on how to manage document lifecycles to ensure that there is a clear audit trail of how documents are approved.
Retrieve project records and files from the archives and the EDMS to meet any business needs for information promptly and accurately whilst taking care to keep certain information confidential.
Check the quality of how deliverables have been submitted.
Provide reports and management information in response to requests from the business for
Processing document control e‐mail inbox requests and tasks within agreed timescales.
KNOWLEDGE, SKILLS, EXPERIENCE
Sound knowledge of document management standards, processes and procedures.
Working knowledge of EDMS computer programs for records tracking, archival retention and storage.
Expertise of documentation processes within an engineering and construction environment and a
knowledge of a typical project life.
Working knowledge of bulk scanning, scanning systems and PDF functionality.
Literacy in Microsoft Software systems (Word, Excel, PowerPoint).
Excellent written and verbal communication skills.
Ability to deliver training programme to large and small groups.
Investigate operational requirements, problems and opportunities, seeking effective business solutions through improvements in automated and nonautomated components of new or changed processes.
Assists in the analysis of stakeholder objectives, and the underlying issues arising from investigations into business requirements ads problems and identifies options for consideration. Identifies potential benefits, and available options for consideration.
Collects and uses feedback from customers and stakeholders to help measure effectiveness of stakeholder management. Helps develop and enhance customer and stakeholder relationships. Implements a communications strategy, including, for example; handling of complaints; problems and issues; managing resolutions; corrective actions and lessons learnt; collection and dissemination of relevant information appropriately.