Corporate Document Controller

VolkerWessels UK Ltd.; Doncaster; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Competitive salary

Pension

Flexible working opportunities

Life Assurance

Cycle to Work scheme

Training and development opportunities

Job summary

VolkerRail in Doncaster is seeking a Corporate Document Controller to join the HSQES team. You will manage document control databases, oversee distribution of controlled documents, and support archiving and governance across the business.

You will work with the IMS Manager to improve SharePoint solutions and ensure access to accurate documentation, while maintaining high standards of quality and compliance for colleagues nationwide.

Qualifications

• Experience in business administration, document control or records management.
• Proficient in Microsoft Office applications, especially Word, Excel and Outlook.
• Ability to manage multiple priorities and maintain accurate records.

Responsibilities

• Maintain and administer the company’s document control database, ensuring records are accurate and up to date.
• Coordinate issue, withdrawal and replacement of controlled documents, including Network Rail and RSSB publications.
• Monitor stock levels, print and replenish controlled documents as required.
• Support archiving processes and compliance with information governance requirements.
• Develop and support SharePoint-based document control solutions and IMS improvements.
• Produce management information and reporting related to document control activities.

Skills

Document control

MS Office (Word, Excel, Outlook)

SharePoint

Records management

Administration

Planning and organisation

Communication skills

Education

NVQ Level 2 in Business Administration

Tools

SharePoint

EcoOnline

Job description

VolkerRail is a leading multidisciplinary railway infrastructure contractor which comprises of two businesses: Major Projects and Specialist Businesses.

Major Projects is an expert in collaborative working, leading on large, multidisciplinary joint venture and alliance projects.

Specialist Businesses is made up of expert divisions in signalling, track, power, electrification, and piling, and has an in-house plant division and bespoke design teams.

Our Head office is based in J3 Business Park, Doncaster and provides support to the businesses in the following areas: Finance and Payroll, Human Resources, HSQES, Work Winning, Procurement and Fleet.

We are proud of our reputation as a high-performing business, working in harmony and partnership with our stakeholders, ensuring we help our clients deliver a rail network for the future.

About the Role

We are looking for a Corporate Document Controller to join our HSQES team based in Doncaster, South Yorkshire. This is an exciting opportunity for an administrative professional who enjoys managing information, maintaining robust document control systems, and ensuring colleagues across the business have access to accurate, up-to-date controlled documentation.

Working closely with the IMS Manager and stakeholders across the organisation, you will be responsible for maintaining document control databases, managing the distribution and tracking of controlled documents, supporting company archiving processes, and ensuring compliance with document management requirements. You will also play a key role in supporting the development of SharePoint-based document control solutions and assisting with the continuous improvement of our Integrated Management System.

This role offers an excellent opportunity to contribute to the effective governance of business-critical information, support compliance and quality objectives, and provide a high level of service to employees across the organisation. You'll be at the centre of ensuring the right information is available to the right people at the right time, helping to maintain the standards and controls that underpin our business operations

Key Responsibilities

• Maintain and administer the company’s document control database, ensuring employee records, job roles, competencies and distribution information remain accurate and up to date.
• Manage the distribution, tracking and acknowledgement of controlled documents, ensuring employees receive the correct documentation relevant to their role and competence.
• Coordinate the issue, withdrawal and replacement of controlled documents, including Network Rail and RSSB publications.
• Monitor document stock levels, undertake regular stock checks and arrange printing, purchasing and replenishment of controlled documents.
• Act as the central point of contact for the company archiving process, managing document storage, retrieval and destruction in accordance with company procedures.
• Maintain document libraries and records, ensuring compliance with document control and information governance requirements.
• Support the administration and continuous improvement of the Integrated Management System (IMS), including SharePoint development and document migration activities.
• Produce and maintain management information, performance data and reporting relating to document control activities.
• Manage correspondence received through the Document Control inbox and provide administrative support to the wider HSQES and Quality teams.
• Raise purchase requisitions, coordinate stationery and printing orders, and support departmental administrative activities.
• Maintain records within business systems including EcoOnline and other document management platforms.
• Contribute to continuous improvement initiatives, ensuring effective document management processes that support compliance, governance and business performance

About you

We are looking for a highly organised and detail-oriented individual with excellent administrative and document management skills. You will have experience working in a business administration, document control or records management environment and be confident using Microsoft Office applications, particularly Word, Excel and Outlook.

You will possess strong organisational and planning skills, with the ability to manage multiple priorities, maintain accurate records and consistently meet deadlines. A keen eye for detail is essential, as is a proactive approach to ensuring information is accurate, controlled and easily accessible.

Strong communication skills are important, as you will work with colleagues across the business, providing support and guidance on document control processes and responding to a variety of administrative requests. You will be comfortable working independently whilst also contributing positively as part of a wider team.

Experience of SharePoint, document management systems, records management or quality management systems would be advantageous, although training will be provided. An NVQ Level 2 in Business Administration or an equivalent qualification is desirable but not essential.

Above all, you will be dependable, professional and committed to maintaining the high standards of quality, compliance and governance that support the safe and effective operation of the business.

Why work with us?

VolkerRail is under the umbrella of VolkerWessels UK which is a multidisciplinary contractor that delivers innovative engineering solutions across the civil engineering and construction sectors including rail, highways, airport, marine, energy, water, and environmental infrastructure.

By utilising the specialist skills of each business unit within VolkerWessels UK, VolkerRail are able to ensure our staff provide unrivalled resources and expertise to our clients.

We offer competitive rewards and benefits, recognising the value we place on our employees.

We offer a range of benefits, including:

• Competitive salary
• Competitive annual leave and an additional day off on your birthday
• Pension
• Life Assurance
• Cycle to Work scheme
• Shopping and restaurants vouchers, rewards, and discounts
• Training and development opportunities-comprehensive skills-based training
• Family friendly polices including enhanced maternity benefits
• Flexible working opportunities
• Employee Assistance programme
• Mental health, physical health, and financial support
• 24/7 Virtual GP service

Fairness, inclusion and respect

We believe in pushing boundaries in the pursuit of fairness, inclusion and respect. So, our teams can be comfortable that, whatever their background, VolkerWessels UK is a place where they can be themselves and thrive.You can read more about our FIR Strategy as well as our partners here Fairness, Inclusion and Respect | VolkerWessels UK

If you need support with your application, please contact us at [e-mail]

Additional information

Note for Recruitment Agencies:

Our preference is to hire directly, and we will reach out to our Preferred Supplier List (PSL) agencies if this particular role qualifies for release.

We kindly request that you refrain from sending speculative CVs. In the event of speculative CV submissions, no fees will be applicable, and we kindly ask that all inquiries to be directed to [e-mail]

VolkerWessels UK is committed to maintaining healthy, safe and productive working conditions for its entire staff and therefore a drugs & alcohol screening is mandatory for all.