Document Control/Scanning Team Lead

Xerox Corporation; Yeovil; On-site; GBP 32,000 - 42,000; Full time

Job summary

Xerox Holdings Corporation is seeking a proactive team coordinator to lead day-to-day operations within document management and archival processes. You will plan workloads, monitor performance, and support onboarding and training to maintain quality and regulatory compliance.

The role emphasizes QA, data accuracy, and collaboration with Digital Specialists to improve processes and reporting. Strong attention to detail and experience with SAP DMS or DocuShare are desirable.

Qualifications

• Experience in document control, records management, administration, or team coordination.
• Strong organisational and workload management skills.
• Experience supervising, supporting, or mentoring team members.
• Excellent attention to detail and commitment to quality.
• Experience conducting quality assurance reviews and audits.
• Proficient in data entry and maintaining data accuracy.
• Strong communication and interpersonal skills.

Responsibilities

• Schedule, prioritise and allocate workloads across the team to ensure deadlines and service levels are achieved.
• Act as the first point of contact for team members, providing guidance and support on daily operational matters.
• Monitor team performance and productivity, providing ongoing support where required.
• Conduct quarterly one-to-one performance reviews with team members.
• Facilitate and lead weekly team meetings.
• Support the onboarding and development of new starters through one-to-one training and mentoring.
• Provide weekly updates and reporting to management on team activities, performance, and key metrics.
• Perform quality assurance spot checks and quality reviews across current projects.
• Record and monitor quality assurance findings and customer returns.
• Review client feedback, investigate issues, and allocate corrective actions as appropriate.
• Support continuous improvement initiatives to enhance quality, efficiency, and customer satisfaction.
• Maintain audit trails in accordance with client requirements and contractual obligations.
• Edit and create PDF documents for use within SAP DMS and DocuShare systems.
• Support the onboarding and implementation of new document types into archive and document management systems.
• Consolidate project files and data for monthly statistical review reporting.
• Update, maintain, and review productivity trackers to ensure accurate performance reporting.
• Perform accurate data entry activities while maintaining high levels of data integrity.
• Coordinate User Acceptance Testing (UAT) activities in collaboration with Digital Specialists and Technical Advisors.
• Support document control and archival projects as required.
• Assist with process improvements and system enhancements relating to document management activities.
• Ensure compliance with ITAR and EAR requirements.
• Adhere to all company policies, procedures, and client-specific requirements.
• Maintain confidentiality of sensitive company, customer, and project information.
• Ensure all activities are completed in accordance with quality standards, regulatory requirements, and audit expectations.

Skills

Document control

Records management

Team coordination

Attention to detail

Quality assurance

Data entry

Communication

Meet deadlines

Tools

SAP DMS

DocuShare

Job description

About Xerox Holdings Corporation

For more than 100 years, Xerox has continually redefined the workplace experience. Harnessing our leadership position in office and production print technology, we’ve expanded into software and services to sustainably power the hybrid workplace of today and tomorrow. Today, Xerox is continuing its legacy of innovation to deliver client-centric and digitally-driven technology solutions and meet the needs of today’s global, distributed workforce. From the office to industrial environments, our differentiated business and technology offerings and financial services are essential workplace technology solutions that drive success for our clients. At Xerox, we make work, work.Learn more about us at www.xerox.com .

Purpose of the Role

To lead and support the day-to-day operation of the team, ensuring workloads are effectively planned and prioritised, quality standards are maintained, client requirements are met, and all activities are completed in accordance with regulatory, contractual, and organisational standards. The role provides operational support, coaching, quality assurance, reporting, and coordination activities across document management and archival processes.

Key Responsibilities

• Schedule, prioritise and allocate workloads across the team to ensure deadlines and service levels are achieved.
• Act as the first point of contact for team members, providing guidance and support on daily operational matters.
• Monitor team performance and productivity, providing ongoing support where required.
• Conduct quarterly one-to-one performance reviews with team members.
• Facilitate and lead weekly team meetings.
• Support the onboarding and development of new starters through one-to-one training and mentoring.
• Provide weekly updates and reporting to management on team activities, performance, and key metrics.

Quality Assurance & Continuous Improvement

• Perform quality assurance spot checks and quality reviews across current projects.
• Record and monitor quality assurance findings and customer returns.
• Review client feedback, investigate issues, and allocate corrective actions as appropriate.
• Support continuous improvement initiatives to enhance quality, efficiency, and customer satisfaction.
• Maintain audit trails in accordance with client requirements and contractual obligations.

Document & Data Management

• Edit and create PDF documents for use within SAP DMS and DocuShare systems.
• Support the onboarding and implementation of new document types into archive and document management systems.
• Consolidate project files and data for monthly statistical review reporting.
• Update, maintain, and review productivity trackers to ensure accurate performance reporting.
• Perform accurate data entry activities while maintaining high levels of data integrity.

Systems & Project Support

• Coordinate User Acceptance Testing (UAT) activities in collaboration with Digital Specialists and Technical Advisors.
• Support document control and archival projects as required.
• Assist with process improvements and system enhancements relating to document management activities.

Compliance & Governance

• Ensure compliance with ITAR (International Traffic in Arms Regulations) and EAR (Export Administration Regulations) requirements.
• Adhere to all company policies, procedures, and client-specific requirements.
• Maintain confidentiality of sensitive company, customer, and project information.
• Ensure all activities are completed in accordance with quality standards, regulatory requirements, and audit expectations.

Key Skills & Experience

• Experience in document control, records management, administration, or team coordination.
• Strong organisational and workload management skills.
• Experience supervising, supporting, or mentoring team members.
• Excellent attention to detail and commitment to quality.
• Experience conducting quality assurance reviews and audits.
• Proficient in data entry and maintaining data accuracy.
• Strong communication and interpersonal skills.
• Ability to work to strict deadlines and manage competing priorities.
• Experience using document management systems, SAP DMS, DocuShare, or similar platforms is desirable.
• Understanding of ITAR, EAR, or regulated working environments is advantageous.