Document Controller

JR United Kingdom; Dunfermline; Hybrid; GBP 38,000 - 42,000; Full time

Job summary

A public sector organization in Edinburgh is seeking a Document Controller for a 23-month contract. This role involves managing documentation processes, ensuring compliance with data protection regulations, and supporting legal representatives effectively. The successful candidate will demonstrate strong interpersonal skills, resilience in handling sensitive information, and an ability to work within tight deadlines.

Qualifications

• Experience in document management and compliance.
• Proven ability to work under pressure and meet tight deadlines.
• Strong oral and written communication skills.

Responsibilities

• Develop knowledge of the evidence database and assist legal representatives.
• Process incoming evidence and manage documentation.
• Ensure compliance with Data Protection laws and maintain confidentiality.

Skills

Interpersonal skills

Negotiation

Attention to detail

Resilience

Handling sensitive information

Job description

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Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Document Controller for a 23 month contract on a rate of £145.20/day (Outside IR35). This role will be office based with up to two days per week working from home.

Responsibilities:

- Develop extensive knowledge of evidence database and its contents and will assist in providing support to the team and to core participant’s legal representatives so that they can use the database to its full potential.

- 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 to meet deadlines for legal analysis to be conducted;

- Catalogue and digitise evidence received;

- Liaise with stakeholders to ensure the safe return of hard copy records received;

- Maintain an accurate record of information received by using the electronic Record and Document Management system;

- Analyse documentary evidence gathered, 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 Asset Register;

- Support the processing of Confidentiality Undertakings;

- Work with colleagues to ensure that the core bundle of evidence is ready and shared with core participants in time for oral hearings;

- Ensure the 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 organisation, 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 business;

- Be able to work at a trauma skilled level, demonstrating an understanding of the complex factors involved with the impact of trauma.

- 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.

If you would like to hear more about this opportunity please get in touch.