Document Controller

Guidant Global; Painswick; On-site; GBP 26,000 - 39,000; Full time

Job summary

Guidant Global is recruiting a Document Controller to oversee structured document indexing, transfer, and retention for a major programme, based on Gloucestershire. The role requires on-site work and collaboration with multiple stakeholders to ensure timely distribution of documents.

The candidate will manage document transfers between platforms, maintain public records, and apply sensitivity rules. Strong organisational and MS Office skills are essential for success in this position.

Qualifications

• General administrative skills including the use of MS packages.
• Excellent organisational and administration skills.
• Ability to assess documents for sensitivity and handle accordingly.
• Good interpersonal traits, able to work with all levels within the programme team and multiple stakeholders with competing priorities.
• Will work with partners in other government departments & industry.
• Works in a logical and structured way.
• Experience of using MS Teams, SharePoint.
• Able to respond to requests from team to find documents relating to specific topics.
• Discover, or willingness to learn the 'Discover EDRM Tool' & act as LiO (Library information Officer).
• Understanding of RIBA stages, or previous work on construction projects.
• Understanding of document retention periods

Responsibilities

• Logically arranging documents in a structured manner.
• Indexing of documents
• Ensuring appropriate file naming of documents
• Version control of documents
• Operation of the programme retention policies
• Transferring all key documentation from system to system.
• Ensuring documentation is distributed to project team in a timely manner.
• Removing any documents from the system which are not necessary for the efficient operation of the programme.

Skills

Administrative skills

Organisational skills

Attention to sensitivity of documents

Interpersonal skills

MS Teams experience

SharePoint experience

Tools

SharePoint

MS Teams

Discover EDRM Tool

Job description

Document Controller

Location: Gloucestershire

Fully On-Site

Background around the role:

The Programme creates and handles a large amount of information which includes financial, planning, design and other critical information necessary for the delivery of a major programme. These documents need to be properly indexed, stored and managed from a security and efficiency perspective as well as to maintain the public record.

Many documents currently only exist on one platform and therefore a key part of this role is the transfer of documents from one platform to another and to maintain the minimum set of documents as necessary for the efficient operation of the programme.

Document Controller Tasks:

• Logically arranging documents in a structured manner.
• Indexing of documents
• Ensuring appropriate file naming of documents
• Version control of documents
• Operation of the programme retention policies
• Transferring all key documentation from system to system.
• Ensuring documentation is distributed to project team in a timely manner.
• Removing any documents from the system which are not necessary for the efficient operation of the programme.

Skills:

• General administrative skills including the use of MS packages
• Excellent organisational and administration skills
• Ability to assess documents for sensitivity and handle accordingly
• Good interpersonal traits, able to work with all levels within the programme team and multiple stakeholders with competing priorities
• Will work with partners in other government departments & industry.
• Works in a logical and structured way
• Experience of using MS Teams, SharePoint
• Able to respond to requests from team to find documents relating to specific topics.
• Discover, or willingness to learn the 'Discover EDRM Tool' & act as LiO (Library information Officer)
• Understanding of RIBA stages, or previous work on construction projects.
• Understanding of document retention periods

As an organisation and as a team, Guidant Global are committed to fostering an equitable, diverse and inclusive workplace, where every employee and contractor feels valued and empowered throughout their time with us.

We actively seek to recruit talent from all backgrounds, and to draw on a rich blend of experiences, perspectives and creativity. We believe that when people are respected and included, they are motivated to bring their best and whole selves to work, leading to innovative solutions and exceptional outcomes for all parties.