The Opportunity

An exciting opportunity for an experienced and enthusiastic site-based Document Controller to join a busy project team supporting activities on the Devonport naval base.

The project is in the process of migrating to our Common Data Environment (CDE) Asite and the role will support this migration specifically to capture data from our old CDE environment and ensuring it is captured within Asite. As Asite is our CDE of choice, the successful candidate would have previous knowledge of the software or a similar tool.

The candidate will provide efficient day-to-day information control and CDE support for project data. They should be an experienced and technically minded person ready to provide document control support for a busy project environment. Working under the guidance and direction of the Project Information Manager to have continuous personal, professional, technical and leadership development.

As this project is based at a secure site, the successful candidate MUST be able to obtain SC level security clearance and be willing to go through the vetting process (if security clearance is not already held).

Key Accountabilities

• Platform administrative support to project team
• Monitoring CDE workflows to ensure system works and no process delays to approve data
• Controlling incoming and outgoing data exchange
• Photocopying and filing, scanning of data to be stored on the CDE (Common Data Environment)
• Maintaining document registers
• Sharing of Information Management/CDE guidance for internal team and as part of the supply chain pack.
• Document control QA checks on naming convention, system use and adherence to Information Management protocol.
• Ensure that all documents are well checked and submitted on time prior to the document submission due date.
• High level of attention to detail to ensure that documents do not have typographical errors or other types of errors that may lead to the disqualification of a document.
• Ensure that all documents are kept in the right place and in the right department file archive
• Ensure that quality is maintained to avoid operational problems
• Maintain and accurately update information in the electronic document management system (Asite).

Job Description

• Assist and guide the project team in utilising the electronic data management system and document management process.
• Ensuring CDE security is maintained to only allow relevant parties access to specified content
• Handover compiling support for practical completion
• Ensure that all documentation, drawings and specifications are up to date and at the correct revision.
• Ensure that the document management process is applied through to between project teams or transition to operations.
• Assisting as point of contact for platform support for Internal staff and external staff (suppliers)
• Act as CDE superuser and provide one to one support where needed
• Attend Information Management/CDE progress meetings
• Monitor multiple platforms to ensure the correct system is used and minimise data duplication (where necessary).

And any furthermore general document control duties to support project delivery.

Require Qualifications/ Skills

• Educated to GSCE Level standard or equivalent including English and Maths
• Previous document control experience on secure project
• Excellent communication skills including written English.
• Excellent IT skills including Word, Excel, PowerPoint, E-Mail and Internet
• CDE knowledge, specifically Asite, would be preferred.
• Working knowledge of SharePoint content management would also be an advantage
• Awareness of standards reflecting the control of information including ISO 19650 & PAS1192

Successful experience of working on construction projects is preferred but not essential