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Document Controller

Job Posted: 15 hours ago

Salary: £ 36,000 - 38,000 / Annum
Job Type: Contract
Location: Warwick, Warwickshire

Expire in: a month

Job Description

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.

Job Title: Document Controller

Location: Warwick / occasional travel to office

Contract Type: 6 months contract with scope to extend or get a perm

Job Purpose

As a Document Controller, you will support development teams and act as the custodian of project documentation, ensuring accurate records are stored and maintained across document databases and systems.

You will provide document control and assurance for projects in development stages, particularly at key project milestones.

This role is critical in ensuring compliance with document security and control procedures, while enabling efficient collaboration across teams and stakeholders.

Key Accountabilities

Governance & Assurance

Act as the primary point of contact for all document management activities across project teams.
Maintain accurate, compliant records across document databases and management systems in line with organisational data security and document control policies.
Provide support to project teams on document storage, management systems, and associated processes.
Ensure adherence to document derogation processes throughout project development.
Provide assurance on document quality, ensuring submissions meet required standards for key storage systems.
Carry out initial information quality checks to ensure documentation is ready for sign-off at major project milestones (e.g. Gate reviews) and is auditable under regulatory requirements.
Participate in governance and gate meetings, providing document assurance, quality checks, and approvals.
Conduct audits of documents within project systems to ensure data quality and repository integrity are maintained. 

Process Development & Management

Support the development and maintenance of Standard Operating Procedures (SOPs), handbooks, and Terms of Reference (TORs), ensuring robust quality control and assurance.
Assist in the creation and implementation of effective handover processes between development and delivery stages.
Collaborate with internal and external stakeholders to embed document control best practices across the project lifecycle. 

SharePoint Administration

Create and support SharePoint sites for project collaboration, including site structure, permissions, governance, and user guidance.
Assist with planning and execution of document migrations into new SharePoint environments.
Develop clear, user-friendly SOPs for setting up and managing SharePoint to support project teams.
Maintain and manage document storage within SharePoint for programme and project teams.Knowledge, Experience and Technical Know-How

Basic understanding of document management systems, document quality assurance, governance, and information assurance principles.
Strong attention to detail and commitment to maintaining document integrity.
Ability to collaborate effectively across teams and with external stakeholders.
Working knowledge of Electronic Document Management Systems (EDMS).
Basic experience administering SharePoint sites.
Experience supporting project teams within engineering development or delivery environments (desirable).
Knowledge of electricity transmission or similar infrastructure sectors (desirable). 

Apply now!

Please be advised: if you haven't heard from us within 48 hours, then unfortunately your application has not been successful on this occasion. We may, however, keep your details on file for any suitable future vacancies and contact you accordingly.

We use generative AI tools to support our candidate screening process. This helps us ensure a fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention

Before You Apply

Do not include the following in your job application, CV, or cover letter:

Bank details.
National Insurance number.
Date of birth.

You should not be asked for payment or irrelevant information. If you have concerns about a job advert or employer, seek guidance on how to proceed.

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