Document Controller

ITI Group is a leading partner for the Energy, Nuclear, and Industrial manufacturing sectors, focusing on digital transformation solutions. They are seeking a Document Controller to ensure the consistency, accuracy, and traceability of documentation across all projects, managing both physical and electronic documents while maintaining quality and compliance standards.

Responsibilities

• Implement and maintain document control processes and procedures
• Manage all flows of documents either in electronic form or on paper
• Ensure Document Management is carried out according to established procedures or standards (document numbering, formats, issuance, review, dispatch, recording and archiving)
• Maintain and manage electronic and hardcopy documents as required (incoming and outgoing)
• Process incoming documentation (registration, internal distribution, archiving)
• Process outgoing documentation (transmit to client and suppliers/3rd parties)
• Make sure that controlled copies of latest approved documents and drawings are distributed internally and externally (clients and suppliers)
• Ensure control and coordination of project documentation and data
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored
• Monitor the process for review and approval of project documents in accordance with agreed schedules and in cooperation with the Project Managers
• Produce internal and external (clients and suppliers) over-due reports
• Ensure the use of standardised forms and templates
• Set-up and monitor status of projects folders and facilitate project communication process
• Establish and maintain the Master Document Register in cooperation with the project team
• Interact with customers’ Electronic Document Management Systems, such as CEMAR, Dalux, SharePoint, Teamcenter, (when required)
• Ensure document management is carried out according to established procedures and applicable standards, including document registers and trackers
• Quality assure, review and formatting documentation prior to issuance
• Dispatch deliverables using formal Document Transmittal Notes (DTNs)
• Collate, maintain, record and archive (in the form of LQRs) in electronic form and/or paper hardcopies as required by the customer
• Generate and administer project documentation and drawing registers, including tracking data and correspondence records (DTNs), and LQRs
• Process incoming and outgoing documentation and deliverables, ensuring controlled copies are distributed internally and externally and recorded in project associated registers
• Monitor the process for review and approval of project documents in accordance with ITI’s quality assurance policies in cooperation with ITI and customer project managers
• Produce internal and external monthly progress reporting in the form of; deliverables tracker status reports, over-due items reports, identified changes, outstanding technical queries, and assisting with other project aspects as required
• Generate project meeting minutes when required
• Assist with any other duties reasonably requested and in line with the requirements of the post

Skills

• Computer literate with good MS Office skills (Word, Excel, PowerPoint) & Electronic Mail skills
• Eligible for security clearance checks for access to client documentation/sites
• Diligent with a keen eye for detail, quality and accuracy
• A good communicator and collaborator with confidence to enforce standards and processes with colleagues
• NVQ qualified or equivalent work experience in an administration role
• Time management prioritisation skills with excellent organisation skills
• Excellent customer-facing, communication and team working skills
• Flexible, co-operative and enthusiastic attitude to work
• Team working ability in a project environment
• Pass DBS and BPSS check
• Be a UK National (no dual passports)
• Have lived in the UK for the last 5 years
• Have no spent or current criminal convictions
• Be prepared to work in the Nuclear defence sector
• Experience in regulated industry

Benefits

• 25 days annual leave, 8 Bank Holidays, plus the ability to buy and sell up to 5 days per year
• Flexible start and finish times, including flexi-Fridays
• Competitive Employee Referral Award Scheme
• Private Medical Insurance
• Life Assurance
• Pension
• Payment of professional membership fees
• Healthy Extras - Employee Assistance Programme, access to a practising GP, Confidential Advice
• Enhanced family friendly policies

Company Overview