Document Controller

Harvey Nash Group; City of Edinburgh; On-site; GBP 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Document Controller to support critical information management tasks. This full-time role, based in Edinburgh, involves safeguarding sensitive information, managing document quality, and collaborating with a multi-disciplinary team. The successful candidate will play a vital role in ensuring the integrity of the Client's operations while adhering to strict timelines and compliance standards. If you're resilient, detail-oriented, and ready to make a difference in a challenging environment, this opportunity is perfect for you.

Qualifications

• Experience in document management and handling sensitive information.
• Ability to work autonomously and under pressure with tight timelines.

Responsibilities

• Support the Client's investigations and manage sensitive information.
• Develop knowledge of the evidence database and assist legal representatives.
• Ensure compliance with Data Protection and UKGDPR legislation.

Skills

Interpersonal Skills

Negotiation

Resilience

Document Quality Standards

Communication Skills

Attention to Detail

Organizational Skills

Education

Basic Disclosure Scotland

Tools

Electronic Record and Document Management System

Job description

Document Controller | 23 Month Contract | (Outside IR35) | Full-time | Office based - Edinburgh | Starting ASAP

Day Rate: £145.20

About the role

To support the successful achievement of the client's terms of reference, the client is looking to recruit a Document Controller. The successful candidate will work under the supervision of the Assistant Head: Records Management. Primary responsibilities will include, but not limited to, the safeguarding of individuals' information and evidence gathered during the various stages of the Client's investigations and case studies and supporting and delivering upon a range of functions relating to information management, with flexibility to work across the various functions in the wider REM Team.

Main Duties

• Develop extensive knowledge of the client's evidence database and its contents and will assist in providing support to the Client team and to core participant's legal representatives so that they can use the database to its full potential. In particular, King's Counsel to the Client will rely on the document management team to source documents promptly and assist in preparation of the documentary evidence;
• Review and, where applicable, create and implement standard operating procedures (SOPs) to ensure defined measures of control in line with ongoing business needs;
• Process, through scanning and other recognised methods, incoming correspondence and evidence received by the Client to meet deadlines for legal analysis to be conducted;
• Catalogue and digitise evidence received by the Client;
• Liaise with stakeholders to ensure the safe return of hard copy records received by the Client;
• Maintain an accurate record of information received by using the Client's electronic Record and Document Management system;
• Analyse documentary evidence gathered by the Client, which will include the handling and management of sensitive and confidential information;
• Import unprocessed source data into the evidence database following very detailed process workflows - ensuring accuracy at all times and adhering to internal guidelines to mitigate risk;
• Take part in the analysis and coding of documents added to the evidence database;
• Complete and support the maintenance of the Client's Asset Register;
• Support the processing of Client Confidentiality Undertakings;
• Work with colleagues to ensure that the core bundle of evidence is ready and shared with core participants in time for the Client's oral hearings;
• Ensure the Client's Restriction Orders and policies are followed, particularly the General Restriction Order (GRO);
• Ensure compliance with relevant legislation, such as Data Protection (DP) and the UK General Data Protection Regulation (UKGDPR);
• Ensure day-to-day delivery and completion of business processes and timelines;
• Work as part of a multi-disciplinary team, establishing effective working relationships with colleagues;
• Work to ensure the integrity of the Client, safeguarding organisational, personal and reputational risk;
• Where required, work across other functions in the REM team, to ensure the efficient and effective delivery of the Client's business;
• Be able to work at a trauma skilled level, demonstrating an understanding of the complex factors involved with the impact of trauma.

Essential Skills & Experience:

• High levels of interpersonal skills, including negotiation and influencing
• Experience of working in small and medium sized teams
• High degrees of resilience and dealing with distressing subject matter
• Proven experience of working under pressure and to tight timelines
• Proven experience of handling sensitive information
• Proven experience in working autonomously and assuming responsibility for document quality standards
• Well-developed oral and written communication skills
• Excellent skills in attention to detail
• Ability to organise and collate robust information received from a variety of sources in decision making
• Flexibility to work across the various functions in the wider REM Team.

This role has been deemed Outside IR35 by the client. Applicants must hold, or be happy to apply for, a valid Basic Disclosure Scotland. Please click the link to apply.