Document Controller

JR United Kingdom; Sunbury-on-Thames; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading company in the maritime sector is seeking a Document Management Lead to oversee and manage governance and standards for document management systems. The role involves providing subject matter expertise, managing complex document structures, and ensuring effective communication across teams. Candidates should have proven experience in Management Information Systems, with strong skills in SharePoint and stakeholder management.

Qualifications

• Proven experience in Management Information Systems Administration.
• Document management auditing experience required.
• Experience within Shipping or a similar environment is preferred.

Responsibilities

• Lead and manage document management systems while ensuring compliance with ISM Code.
• Provide SME advice and maintain document governance.
• Collaborate with various managers to ensure audit and compliance standards.

Skills

Management Information Systems Administration

Expertise in SharePoint

Microsoft Office applications

Stakeholder influencing

Self-management

Complex documentation management

Leading document rewrites

Strong communication skills

Records Management experience

Education

Relevant degree or field experience

Job description

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Contract Length/End Date: 3-months with the possibility of a 1-month extension

Role Synopsis

The purpose of this role is to lead and manage bpS document management systems, covering the full suite of operating and non-operated activities.

The role is pivotal in delivering the governance and standards requirements for bpS controlled processes, procedures, and associated documented activities across the fleet and shore, thereby maintaining Shipping’s license to operate as per the International Safety Management (ISM) Code, Group Operating Management System (OMS) requirements, and applicable ISO standards.

The role will also be the first point of contact to provide subject matter expertise (SME) to both shore and sea staff, offering guidance and support on all matters related to document management and system operability.

1. Operate and maintain all document management systems, including document administration and governance for shipping, engaging with document owners and approvers to ensure effective functioning of the OMS (fleet and office).
2. Provide SME advice, guidance, and training on managing controlled documents using ARIS, CDI (shoreside), and Docmap (fleet side).
3. Lead on technical issues to ensure smooth operation of the Business Management Site (BMS) and effective functioning of the OMS for both fleet and office.
4. Lead projects and identify improvements by liaising with suppliers and vendors, including IT&S, to scope current and future business requirements for simplification.
5. Collaborate with Risk, OMS & Audit Managers, and Regulatory Compliance Managers to ensure audits and compliance are maintained as per Flag, Class, bpS Risks, and regulatory requirements.
6. Manage the document lifecycle for bpS, including approval, creation, retention, review, communication, and recordkeeping, ensuring standards and effective communication across users.
7. Drive conformance to OMS Essential 4.1 and 4.3, as applicable.
8. Ensure effective management of KPIs for document and systems management, with relevant communication to BPS Leadership.
9. Manage external publication & HSE relationships (Seamanship library).
10. Lead ad-hoc projects related to document control or system improvements as assigned.
11. Proven experience in Management Information Systems Administration.
12. Expertise in SharePoint and Microsoft Office applications.
13. Experience working with multiple stakeholders in influencing and coordination roles.
14. Self-management skills to execute tasks independently.
15. Ability to handle complex frameworks and document structures for effective management.
16. Proven skills in managing complex document rewrites and leading discussions on documentation management.
17. Enthusiastic, challenging-minded individual with strong communication skills.
18. Experience in Information and Records Management.
19. Experience in Shipping / Marine or similar environment.
20. Operational knowledge of document management systems and governing documents.
21. Working knowledge of Plain English documentation standards.
22. Relevant degree or field experience.
23. Document management auditing experience.

Key Skills

• Management Information Systems Administration experience.
• Expertise in SharePoint and Microsoft Office.
• Stakeholder influencing and coordination skills.
• Self-management of workload.
• Ability to manage complex documentation frameworks.
• Experience in leading document re-writes and discussions.
• Enthusiastic and innovative mindset with strong communication skills.
• Experience in Records Management.