Roles and Responsibilities
- Identifying requirements, implementing and supporting a document management system suitable for the GDF Programme.
- Collaborate with Project and Programme Managers to implement and maintain robust document management processes and policies for both electronic and hard copy documentation.
- Carrying out internal audits of existing documentation relating to the GDF programme to ensure consistency, accessibility, and compliance with document handling principles.
- Establishing and ensuring adherence to existing NWS operating principles around document , records management and document control procedures.
- To ensure that all GDF programme document assets and artefacts are managed, tracked and under version control. The role will create a central Library of GDF programme document artefacts with a supporting master data register.
- Within the NWS Quality Management System, to maintain the NWS GDF document management systems, including systems administration and always ensuring integrity of data.
- Establish and maintain standardised GDF document control processes and storage of soft and hard copy documentation and communicate to the NWS organisation.
- Establish and execute an effective means of monitoring and assuring the consistent use of GDF document and knowledge management practices within the GDF Programme.
- Ensure that effective knowledge, collaborative working, and records management systems are developed, implemented and maintained across the GDF Programme.
- Act as the SME for document control management across the GDF Programme, providing expert guidance to, support and training to the GDF community.
- Ensures that all approved, current documentation is easily accessible and available for use by all relevant parties. Assist in the creation and maintain distribution lists / workflows / review cycles.
- Ensure obsolete/superseded/withdrawn documents are appropriately stored and referenced. Ensure holders of obsolete/superseded/ withdrawn documents are deleted/destroyed or marked as 'Superseded' and removed from possible use. Carry out periodic checks to ensure compliance.
- Create and maintain Master Document registers as required.
- Review document details, ensure they are correct prior to issue (e.g. doc number, revision, status (reason for issue), title, date, page numbering, header, footer, template used, print set-up, signatures).
- Quality check documents and edit any that have typographical / formatting errors that may lead to the disqualification of the document or cause it to look unprofessional.
- Educate and train the organisation in how to use the Document Management system and supporting processes, as appropriate.
- Internally auditing all relevant GDF programme documentation to identify, categorise, archive and make accessible all documentation in accordance with document management principles
- Control information flows with external suppliers in accordance with document control requirements. Ensure all incoming and outgoing documentation adheres to established document management principles.
- Develop ‘master’ document templates and forms and train all relevant stakeholders in how to use them
- Working closely with GDF Project Teams with the monitoring and compliance of document control processes and procedures.
- Appropriately stores, indexes, maintains and retrieves documentation in line with the requirements of the GDF programme.
- Establish document naming conventions and ensure appropriate version control within the GDF programme document control register.
Experience Required
- Proven experience of leading and delivering document management systems and associated processes.
- Familiarity with large scale Major Capital infrastructure programme and multiple projects in a complex environment
- Ideally experience in the management and support of SharePoint
- Familiarity with MS Office 365
- Experienced with leading change, with the ability to work in an environment undergoing significant transformation, can demonstrate a proven ability to adapt to shifting priorities, demands and timelines through analytical and problem-solving capabilities
- Ability to manage and build relationship with diverse stakeholders
- Flexible, proactive and with interpersonal skills and the ability to drive change within the GDF and NWS organisation working with multiple stakeholders to understand and serve their document management needs
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