Document Controller

HS2 (High Speed Two) Ltd; Birmingham; On-site; GBP 27,000 - 32,000; Full time

Benefits offered by this job

Flexible benefits fund

Pensionable

Job summary

HS2 Ltd in Birmingham seeks a Document Controller to manage filing, archiving and retrieval of project records using the HS2 EDMS. You will support correct document control practices and protect confidential information accordingly.

The role requires supporting the business with timely document access, generating management information, and ensuring controlled documents progress through the IMS lifecycle. A focus on EDI and flexible working is encouraged.

Qualifications

• Experience in document control within engineering/construction projects.
• Strong EDMS knowledge and records management practices.
• Ability to gather requirements from business stakeholders.
• Proficient with Microsoft Office and EDMS tools.
• Understanding of document security and access controls.
• Experience with SharePoint and related tooling is advantageous.

Responsibilities

• Filing, archiving and retrieving project records using the HS2 EDMS.
• Provide reports and management information on request.
• Maintain documents through approval lifecycles and IMS surfacing.
• Manage access and security for the document control system.
• Promote Equality Diversity and Inclusion in daily work.

Skills

Analytical

Problem solving

Stakeholder communication

Organisational skills

EDMS knowledge

Database concepts

Trend awareness in EDMS

Tools

SharePoint

InfoPath

SharePoint Designer

Visual Studio

ASP.NET

HTML/CSS/XML

Job description

Job Description

Location - Birmingham

Salary - Base salary: £26,900 pa to c.£31,600 pa depending on skills and experience. In addition, we offer flexible benefits fund of 15% which is paid on top base salary and is fully pensionable, as well as a range of competitive benefits - check them out in the Benefits section on our website.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

As a Document Controller at HS2 you will be responsible for filing, archiving and retrieving all project records using the HS2 Electronic Data Management System (EDMS). Supporting and guiding HS2 in the correct use and application of company document control and management processes and procedures. The role holder will also archive and retrieve data, and ensure all necessary care is taken with confidential information.

About The Role

• Actively promote and embed Equality Diversity and Inclusion (EDI) in all your work, and support and comply with all organisational initiatives, policies and procedures on EDI.
• To be responsible for supporting the business to access documents and records in a timely and controlled manner.
• To be responsible for supporting the communication and embedding of HS2’s approach to document control.
• To be accountable for providing reports and management information in response to requests from the business for information.
• To be responsible for maintaining corporate documents. Assuring documents are managed through approval lifecycle and assuring controlled documents are surfaced through the Integrated Management System (IMS).
• To be accountable for ensuring the document control system is running efficiently and with minimal outage.
• To be accountable for managing security and access to the document control system.

Skills

About you:

• Analytical Skills – can identify hidden problems utilising honest analysis and probing techniques
• Problem solving - uses rigorous logic and methods to solve problems with effective solutions, probes for relevant answers
• Listening, engaging and presenting skills Able to listen and communicate effectively with others.
• Ability to relate to a variety of stakeholders and staff in a variety of disciplines and seniority levels
• Organisational skills - Able to prioritise and manage own workload
• Ability to stay update with the latest advances/trends in the Electronic Document Management Systems (EDMS) community
• Ability to develop and maintain specialist knowledge of database concepts, object and data modelling techniques and design principles

Knowledge

• Knowledge of database architectures
• Knowledge of document management standards, processes and procedures
• Knowledge of EDMS computer programs for records tracking, archival retention and storage
• Knowledge of bulk scanning, scanning systems and PDF functionality
• Knowledge of Microsoft Software systems (Word, Excel, PowerPoint)

Experience

• Experience of successfully working directly with a variety of the business stakeholders to gather requirements
• Experience of documentation processes within an engineering and construction environment
• Experience of projects from inception through to completion
• Experience of providing technical advice based around EDMS capabilities.
• Experience of Bentley Enterprise Bridge (eB). Training will be provided if required.
• Experience of Office 365.
• Technical experience in the following:
• SharePoint 2010 or above
• InfoPath 2010 or above
• SharePoint designer 2010 or above
• Visual Studio 2010 or above
• ASP.NET (C#)
• HTML, HTML5, ASP, XML, CSS

The post-holder is expected to behave at all times in a manner consistent with the HS2 values of Safety, Leadership, Integrity and Respect. It is expected that you will actively promote and embed Equality, Diversity and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies and procedures on EDI.

As HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant. Applicants must already have the Right to Work in the UK at the time of application and our process involves a Right to Work validation prior to the interview stage. Note, there are certain types of time-bound visas that we cannot accept.

Any offers made to applicants will be subject to satisfactory completion of pre-employment checks which include Nationality & Immigration Status, employment references, DBS, Financial and Education checks.

We ask for a variety of detail in your online application, however we perform the first assessment of suitability for a role based solely on the information in your CV. In a further development of our efforts to create a more diverse workforce, your CV will be anonymised and personal information will be removed during the first stage of the application review. This removes bias from the process and makes it even more important that you attach an updated word version of your CV for each new application ensuring you include evidence directly related to the criteria in the job advert. Watch this video on how we remove bias in the recruitment process: Removing bias in the recruitment process - YouTube

About Us

High Speed 2 (HS2 Ltd) will be the UK’s new high speed rail network. As well as improving capacity, the new scheme will shorten journey times between a number of Britain’s major population centres, boost the economy and create thousands of jobs.

HS2 Ltd will create a skills legacy and develop a diverse range of talent. We aim to be a leader in EDI practice by creating a safe & inclusive working environment for all our staff - living our values of Safety, Respect, Integrity and Leadership.

In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

HS2 Ltd is also a safety-critical organisation. Employees are required to ensure reasonable care of their own and others’ health and safety by taking personal responsibility for working to our ‘Safe at Heart’ programme principles and following safe working procedures at all times.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential.