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Guidant Group; England; On-site; GBP 32,000 - 44,000; Full time

Job summary

Guidant Global is seeking an organised Documentation Officer to manage programme information across platforms. You will transfer documents, index, name files, apply version control and ensure retention policies are followed.

Work with partners across departments to ensure timely distribution and removal of non-essential documents, using MS Teams and SharePoint to support efficient operation.

Qualifications

• Experience in document management for major programmes.
• Ability to assess documents for sensitivity and handle accordingly.
• Proficient with MS Office and collaboration tools.
• Experience with SharePoint and MS Teams.
• Understanding of retention policies and governance.

Responsibilities

• Logically arrange documents in a structured manner.
• Indexing of documents
• Ensure appropriate file naming of documents
• Version control of documents
• Operate programme retention policies
• Transfer documents from system to system
• Distribute documentation to project team in a timely manner
• Remove documents from the system not required for operation

Skills

MS Office

SharePoint

MS Teams

Document governance

Stakeholder mgmt

RIBA knowledge

Retention schedules

Information security

LIO/EDRM awareness

Discover EDRM Tool

Tools

SharePoint

MS Teams

Discover EDRM Tool

Job description

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.

• 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.

Guidant Global is acting as an Employment Business in relation to this vacancy.