BMS & Document Control Lead

Job Overview

Accountabilities

Key Role Deliverables

• Provide clear direction, functional leadership and assurance for compliance with statutory legislation, regulatory requirements and Company requirements in respect of Information Management.
• Own, administer and continuously improve the Business Management System, ensuring that the system and its content remain effective, accessible, appropriately governed and aligned with business requirements.
• Maintain and develop the BMS performance management framework, including appropriate measures, reporting, assurance and identification of improvement opportunities.
• Provide subject matter expertise on business and information management systems, including their governance, configuration, structure, workflows, controls and effective use across the organisation.
• Establish and maintain appropriate Information Management and Document Control standards, procedures, processes and governance.
• Control/assure all documents, drawings and registers. This involves confirming that documents meet Company quality and information management requirements before they are filed and liaising with internal departments and external parties to ensure information is correctly categorised, controlled and understandable.
• Act as focal point for Spirit Energy’s relevant information management obligations with the NSTA and other applicable regulatory bodies.
• Manage outsourced Information Management, BMS and Document Control services, including service provider performance, workload and priorities, service levels, quality, governance and continuous improvement.
• Establish effective working relationships with outsourced service providers and ensure that third-party resources are appropriately integrated with Company processes, systems and standards.
• Provide training, guidance and coaching to users to ensure effective use of the BMS and Information Management systems and compliance with Company procedures, standards and expectations.
• Implement and maintain effective processes for the distribution and control of internal and external documentation, maintaining productive relationships with internal stakeholders, contractors and other external parties.
• Support the business in managing large volumes of structured and unstructured information and data to meet operational, regulatory and business requirements.
• Generate and maintain BMS, Information Management and Document Control performance reports, including document and drawing tracking and service performance reporting as required.
• Perform regular assurance activities, including assessment of compliance with BMS and Information Management requirements and hard-copy controlled drawing management.
• Allocate, administer and control the document numbering system for Asset and Functional Teams.
• Identify opportunities to improve and simplify BMS, Information Management and Document Control systems and processes, including the effective use of digital technologies and automation.
• Any other associated duties as reasonably required.

Competence & Qualifications

Technical Skills 

• Demonstrable experience in the management, administration and continuous improvement of Business Management Systems and/or Information Management Systems within a complex organisation.
• Strong understanding of management system governance, including process ownership, controlled documentation, standards, procedures, assurance, performance measurement and continuous improvement.
• Appreciation of organisational strategy, business processes, enabling technologies and governance and how these combine to deliver an effective Business Management and Information Management environment.
• Demonstrable experience of managing outsourced or third-party services, including supplier/service provider performance, service levels, prioritisation, quality assurance and continuous improvement.
• Ability to manage relationships with internal stakeholders and external service providers, balancing operational requirements, governance and service performance.
• Demonstrated competence in Information Management, Document Management and Data Management, preferably within operated assets, major projects and/or other safety-critical or highly regulated environments.
• Experience of defining and monitoring BMS/IM performance measures and KPIs, using analysis to identify trends, risks, non-compliance and improvement opportunities.
• Ability to perform and oversee high volumes of Document Control processing in a consistent, accurate and controlled manner.
• Strong analytical and problem-solving skills, with the ability to develop and maintain effective IM/BMS performance management and assurance processes.
• Ability to provide effective training, coaching and guidance to users of Business Management and Information Management systems.

Qualifications

• Degree level qualification or equivalent relevant professional experience.
• Information Management/Business Management Systems experience required. 
• Relevant professional membership and/or recognised Information Management or Management Systems certification desirable.