Senior Document Controller

Sword Group; Barrow-in-Furness; Hybrid; GBP 42,000 - 66,000; Full time

Job summary

Sword Group is seeking a Senior Document Controller in Barrow-in-Furness to lead controlled documentation across engineering, operations and business records. You will manage lifecycle processes, ensure version control, metadata and audit trails, and support information management systems with a hands-on approach.

You will collaborate with engineers, operations and stakeholders to keep information accurate, secure and traceable, delivering guidance, training and onboarding to users while

Qualifications

• Strong experience in Document Control and Information Management.
• Experience with Electronic Document Management Systems (EDMS).
• Experience administering or supporting document management systems, including user accounts and permissions.
• Experience managing engineering, operational or business documentation throughout its lifecycle.
• Strong understanding of version control, metadata and audit trails.

Responsibilities

• Manage and maintain controlled document repositories to keep records accurate, secure and accessible.
• Oversee document lifecycle processes: registration, review, approval, publication, retention and archiving.
• Maintain robust version control, metadata and audit trails for traceability and compliance.
• Coordinate document review and approval workflows with engineering and business stakeholders.
• Provide document retrieval and records management support for activities.
• Support administration of Information Management systems and repositories.
• Manage user accounts, permissions and access controls across platforms.
• Monitor system performance and data quality, addressing issues proactively.
• Deliver training and onboarding to users on Information Management processes.

Skills

Document Control

Information Management

EDMS

SharePoint

Training & onboarding

Tools

PIMS

SolidWorks

Viewport

BMS

FTP

EWB

SharePoint

Job description

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help them achieve their goals.

About the role

As the Senior Document Controller, you will act as a key Document Control and Information Management focal point, responsible for the effective control, coordination and lifecycle management of engineering, operational and business documentation. This is a hands-on role suited to an experienced Document Controller who is confident managing controlled documentation throughout its lifecycle, while also supporting the administration and effective use of Information Management systems. You will work closely with engineering, operational and business stakeholders to ensure information remains accurate, current, secure, traceable and readily accessible, while maintaining strong document control standards, system integrity and data quality. The role will be based in Barrow-in-Furness, with an expected working pattern of four days per week in the office and one day working from home.

Key responsibilities

• Manage and maintain controlled document repositories, ensuring engineering, operational and business records are accurate, current, secure and readily accessible.
• Manage documentation throughout its full lifecycle, including registration, review, approval, publication, distribution, revision control, retention and archiving.
• Maintain robust version control, metadata and audit trails to ensure document integrity, traceability and compliance with agreed standards and processes.
• Coordinate document review and approval workflows, working closely with engineering, operational and business stakeholders.
• Provide document retrieval, archive search and records management support for operational, maintenance and project activities.
• Support the administration of Information Management systems and associated document repositories.
• Manage user accounts, permissions, access controls and engineering subscriptions across relevant Information Management platforms.
• Monitor system performance, data quality and user adoption, proactively identifying and resolving issues to maintain effective system utilisation.
• Carry out document and data quality checks, identifying discrepancies and ensuring information is appropriately controlled.
• Maintain accurate document registers, revision histories, metadata and associated records.
• Provide user support and troubleshooting across Information Management systems and document control processes.
• Deliver guidance, training and onboarding to users, helping ensure the consistent application of Information Management processes and standards.
• Work proactively with stakeholders to resolve document control and Information Management issues and maintain effective information flows.
• Identify opportunities to improve document control processes, system utilisation, data quality and overall consistency.

Qualifications and experience

• Strong experience in Document Control, Information Management or a related discipline within energy, oil & gas, engineering or a similarly complex technical environment.
• Good working knowledge of Electronic Document Management Systems (EDMS) and Information Management platforms.
• Experience administering or supporting document and Information Management systems, including user accounts, permissions and access controls.
• Experience managing engineering, operational or business documentation throughout its lifecycle, including registration, review, approval, revision, publication, retention and archiving.
• Strong understanding of document control principles, including version control, metadata, audit trails, document integrity and traceability.
• Experience maintaining controlled document repositories and carrying out document and data quality checks.
• Experience supporting document retrieval, archive searches and records management activities.
• Experience providing system and process support to users, including troubleshooting, training and onboarding.
• Experience with systems such as PIMS, SolidWorks, Viewport, BMS, FTP, EWB and SharePoint would be advantageous.
• Good understanding of engineering and technical documentation.
• Strong attention to detail with a structured, methodical and organised approach.
• Excellent communication and stakeholder management skills.
• Proactive and self-motivated, with the ability to take ownership, work independently and use initiative.

At Sword, our core values and culture are based on caring about our people, investing in training and career development and building inclusive teams where we are all encouraged to contribute to achieve success.

We offer comprehensive benefits designed to support your professio