We are currently seeking to recruit a Document Controller to join our team. Initiative and problem-solving skills are a must, as are strong interpersonal and communication skills. Possess experience in implementing document control procedures, setting up, configuring and managing Common Data Environments (CDE) / Electronic Document Management Systems (EDMS) at an administrator level.
Key Responsibilities
- Management and configuration of CDE – Undertake configuration and day-to-day management of the system, adding and maintaining user accounts and security groups. Respond to ad-hoc requests from users to move or rename any incorrectly uploaded file/document.
- Interface with the Project Team and other agreed stakeholders - Act as the main point of contact for all queries and requests relating to the CDE system.
- Provide CDE training and maintain training log – Organise and undertake regular training sessions on the purpose and use of the system for new users and refresher training for existing users. Provide training and guidance on file naming protocols. Create and maintain training logs.
- Provide advanced training – to super users and local administrators, covering advanced user and administrator CDE functionality.
- Maintain Container Configuration and workflows – Undertake regular checks on file/document links across the system and fix as required. Undertake periodic reviews of file/document workflows and release/move on locked workflows.
- Develop and Maintain User guides – Prepare and update training packs, system user guides and quick reference sheets.
- Manage system compliance and provide compliance reports – Undertake weekly compliance audits regarding file naming, file storage locations, and user access and provide reports to the head of WSO.
- Create new project setups on CDE – Create new project sites and assign users.
- Support – Provide ad-hoc reports and information on system usage, compliance and assist with ad-hoc requests relating to user activity.
- Maintain User Directories, IM Protocol and File naming protocol – Update and maintain the user access matrix, IM and File naming protocols to reflect new projects and users of the system.
- Respond to ad-hoc requests relating to document management/CDE – Provide ad-hoc advice and guidance on using the system and associated user guides and policy documents.
