Lead Document Controller

Salary: Competitive

Role Purpose 

The Lead Document Controller will be the key point of contact and subject matter expert in the business for all document control activities.

The Lead Document Controller will ensure consistent document control approaches are applied within all areas of the business (projects & programmes) and support operational leaders with higher level document control activities (e.g. update of relevant procedures and work instructions).

The Lead Document Controller will be line manager for all document control resources in the business, ensuring the demand and supply of Document Control resources is appropriate (via the company Resource Management Meetings RMM held on a monthly basis), along with providing appropriate training, mentoring and performance measures of staff via the PDR process.

The Lead Document Controller will also perform document control activities on nominated contracts for circa 90% of their time and will work flexibly to undertake a variety of document control, project admin and clerical tasks as directed by the Project Manager(s), Programme Manager(s) & Projects Delivery Director.

The 10% balance of the Lead Document Controller’s time will cover line managing the function and also support the Projects Delivery Director in the delivery of individual and specific functional improvement initiatives and other business wide activities (e.g. document archiving and record keeping, document control procedures and process improvements, guidance and super user groups for the Vault Autocad Document Management System (DMS) used at ANL.

Key Activities

Lead Role

• Provide Document Control services to Project Managers and Programme Managers to ensure the effective and efficient flow of project documents both internally (Functional Leads and Project Team Members) and externally (with Customers and Clients) using company prescribed document transmittal processes in Vault
• Responsible for setting up and maintaining the Company DMS Vault for each of the projects.
• Responsible for maintaining the physical archive of projects’ documents according to internal procedures and contractual obligations.
• Lead and conduct spot audits on projects, as required by the business, to ensure the correct use of the company’s Vault DMS software for all project documentation
• Take a lead where clients on specific project also require the processing of key project deliverables on the client’s own DMS software (which is additional to and not instead of ANL’s primary DMS Vault)
• Provide line management to all Document Controller’s in the business, which includes but is not limited to the following:
• Conduct monthly, face to face/ 1-2-1 meetings with each member of the Document Control function to establish their current workload, issues etc.
• To prepare PDRs for all permanent staff in the Document Control function and review in accordance with company PDR process.
• To review current utilisation of all employees in the Document Control function and ensure company targets are met.
• To attend regular team meetings run by the Projects Delivery Directors with the other Functional Leads (planning, cost engineering, estimating)
• Support the company’s official Security Officer in providing resource to facilitate the company’s security clearance process
• With regard to internal improvement initiatives relating to document control, recommend continuous improvement ideas to the Projects Delivery Director / other SMT and Executive staff as appropriate, prepare business cases and estimates carrying out the initiatives on request and upon approval by the business, deliver and implement the initiative within budget and timescales agreed.

Project Specific Role

• Ensuring and policing all project documents are created, maintained and approved in ANL’s Vault DMS software and support the Project Manager(s) and Programme Manager(s) in fulfilling all obligations under the contract pertaining to project document control activities
• Basic checking and validation of documentation status. Sourcing, sorting and filing of documentation and engineering drawings.
• Progress chasing documentation and tracking and recording progress through production/review stages.
• Maintaining auditable trail / version control for documentation.
• Scanning of documentation.
• Assembly of information / documentation packs to support document reviews and meetings.
• Arrange meetings and produce meeting minutes.
• Undertake other tasks as directed.
• Where stipulated under the contract, process specific contract prescribed document deliverables through the client’s DMS software, in addition to the standard and internal Vault DMS; (this requirement will only be required on certain projects as directed by the Project Manager)

Essential role related knowledge, technical skills, qualifications and experience

• Self-managed and motivated - able to work with minimum supervision and able to use own initiative to provide solutions to problems.  This is a key requirement of the role.
• Previous experience in an office administrational role is essential. Managing others in a lead capacity is desirable.
• Must have high attention to detail and work with high degree of accuracy.
• Good problem solving skills required.
• Previous Quality experience is preferable but not essential.
• Experience within the manufacturing or engineering industry is preferable but not essential.
• Excellent team player who has experience of working with colleagues and customers of all levels effectively and build relationships with others to achieve key objectives.

IT/Quality Skills

Proven experience with Microsoft Excel/ Outlook/ Word is essential.

Proven experience with Autocad Vault.

Knowledge of AutoCAD is desirable.

Experience with databases is desirable.