Document Controller

Ellison Institute of Technology Oxford; Oxford; On-site; GBP 40,000 - 50,000; Full time

Job summary

An innovative research institute in Oxford is seeking a Document Controller to maintain accurate and compliant documentation across projects. The successful candidate will establish document control procedures, manage electronic documentation systems, and ensure compliance with regulatory standards. Strong experience in engineering documentation and CAD software is essential. This position offers a competitive salary of £40,000 - £50,000 per annum, enhanced holiday pay, and additional benefits including private medical insurance.

Benefits

Bonus

Travel allowance

Enhanced holiday pay

Pension

Life Assurance

Income Protection

Private Medical Insurance

Hospital Cash Plan

Therapy Services

Perk Box

Electric Car Scheme

Qualifications

• Proven experience in document control within engineering or construction.
• Strong organisational and time management skills.
• Proficiency with CAD software and document management systems.

Responsibilities

• Establish document control procedures across projects.
• Ensure compliance of documentation with standards.
• Administer electronic document management systems.

Skills

Document Control

Organisational skills

Attention to detail

CAD software proficiency

IT literacy

Communication skills

Education

Formal qualification in engineering or document control

Tools

AutoCAD

Electronic Document Management Systems

Job description

Overview

At the Ellison Institute of Technology (EIT), we're on a mission to translate scientific discovery into real‑world impact. We bring together visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity's greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Climate Change & Managing CO₂
• Artificial Intelligence & Robotics

This is ambitious work that demands curiosity, courage and a relentless drive to make a difference. At EIT, you'll join a community built on excellence, innovation, tenacity, trust and collaboration, where bold ideas become real‑world breakthroughs. Together, we push boundaries, embrace complexity and create solutions to scale ideas from lab to society.

Your Role

EIT is seeking a proactive, detailed and effective Document Controller to join the team. This is a crucial role in maintaining accurate, compliant and accessible documentation across all projects and operational activities. The role also contributes to developing digital engineering systems to ensure the business can efficiently receive, store and retrieve all technical information.

Key Responsibilities

Document Control and Compliance

• Establish, maintain and enforce document control procedures across all engineering and facility projects
• Ensure documentation (including drawings, O&M manuals, specifications and as‑built records) is accurate, current and compliant with EIT and regulatory standards
• Support audits and inspections by maintaining fully traceable records

Project and Handover Support

• Coordinate collection, verification and archiving of documentation from contractors, consultants and suppliers at project completion
• Manage O&M documentation to support seamless project handover and long‑term asset management

Document Management Systems (DMS)

• Administer and maintain the electronic DMS platform, ensuring effective version control, document security and user access
• Develop and improve document control workflows to enhance efficiency and data accuracy

CAD and Drawing Management

• Maintain and update engineering drawings, including revision control and as‑built records
• Ensure consistency and accessibility of CAD data across engineering and operations teams
• Collaborate with engineering, operations and project teams to provide timely and accurate document access
• Train and guide colleagues and contractors in document control processes and system use
• Produce regular reports on document status, compliance and handover progress

Continuous Improvement and Record Integrity

• Maintain a live playbook of EIT documentation standards for vendors and contractors

Requirements

Essential Knowledge, Skills and Experience

• Proven experience in document control within engineering, construction or facilities management environments
• Demonstrable experience building a document management system and developing digital engineering systems
• Strong organisational and time management skills with excellent attention to detail
• Proficiency with CAD software (e.g., AutoCAD) and drawing management processes
• Experience with electronic Document Management Systems (DMS) and version control
• Knowledge of O&M manual requirements and project handover processes
• Understanding of engineering, construction or facilities documentation standards
• Strong IT literacy, including Microsoft Office Suite
• Excellent communication and interpersonal skills for working with internal teams and external stakeholders
• Ability to work independently, manage multiple priorities and meet deadlines in a fast‑paced environment
• Professionalism, proactive, detail‑oriented approach
• Strong sense of ownership and accountability for information accuracy
• Effective communication ensuring clarity and consistency across teams
• Ability to build collaborative relationships with colleagues, contractors and partners
• Committed to maintaining compliance and readiness for audits
• Continuous improvement mindset with a focus on quality and efficiency

Desirable Knowledge, Skills and Experience

• Formal qualification in engineering, construction management or document control (or equivalent experience)
• Experience supporting audits or regulatory compliance activities
• Familiarity with digital engineering platforms or BIM‑related systems
• Experience developing or optimising DMS workflows and templates

Benefits

Our Benefits

• Salary: £40,000 - £50,000 per annum + bonus + travel allowance
• Enhanced holiday pay
• Pension
• Life Assurance
• Income Protection
• Private Medical Insurance
• Hospital Cash Plan
• Therapy Services
• Perk Box
• Electric Car Scheme

Working Together – What It Involves

• You must be eligible to work in the UK with a willingness to travel as necessary
• You must be based in, or within easy commuting distance of, Oxford
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.
• This position is primarily office/site‑based. Working hours are Monday to Friday, 08:30‑17:30 (flexibility may be required on occasional evenings/weekends).