Contract: Document Controller / Aberdeen

Job Title: Document Controller
Temp to perm
Base location: Aberdeen 

The Document Controller is responsible for managing and maintaining all controlled documentation necessary to support the execution of business activity. The role also includes responsibility for maintaining the EDMS system; including the Client Management System.

Roles and Responsibilities: 
•    Safety: Role-models compliance with HSE policy. Ensures that all activities are planned and conducted in compliance with HSE policy. 
•    Financial: Minimises waste, and risk, and raises potential budgetary issues as soon as they are identified. 
•    Integrity: Supports, maintains and actively contributes to Client processes, ensuring Operational Documentation and procedures are maintained in line with business requirements. 
•    Collaboration: Collaborates effectively with other teams, builds networks, shares knowledge and participates in joint problem solving activities. 
•    Continuous Improvement & Innovation: Manages work in line with Client project disciplines and takes every opportunity to consider alternative solutions in the light of lessons learned. Enforces the effective use of knowledge databases. 
•    Capability Development: Demonstrates a personal commitment to continuous learning and development. 

Technical/Functional: 
To provide document management support to the organisation including:
 • Ensure controlled documents are received, registered, issued and stored in a consistent manner. 
• Manage the lifecycle of controlled documents, ensuring that changes to documents are carried out within a consistent (where practicable) controlled change management process. 
Progresses and expedites controlled documentation through an information lifecycle. 
• Contribute to and support the ODMS and practices as required. 
• Receives, registers, files and formally issues controlled documentation. 
Generates and maintains accurate document listings. Allocates document numbers. 
• Undertakes regular Document Control Centre (DCC) overdue reporting. 
• Follows procedures and established practices and actively contributes to improvements and efficiencies of DCC functions. 
• Operates “in place” document control software. 
• Liaises with DCC customers and 3rd parties on Document Control issues. 
• When involved with projects, endeavours to ensure a smooth, accurate and timely handover to Operations and making documentation available to appropriate personnel in a timely manner. Also responsible for receiving documentation from Projects on behalf of Operations. 
• Focal point for tasks related to offsite storage. 
• Deputises for Senior Document Controller in their absence. 
• Any other Document Control related duties as directed by the Senior/Lead Document Controller.

Responsibilities: 
• Implementing relevant (and relevant parts of) processes, procedures, guidelines and work instructions. 
• Responsible for normal DCC checking of documentation. Typically this includes checking of consistency and accuracy of revisions, numbering and dates and where possible application of metadata/ classification on the EDMS. 
• Ongoing maintenance of hardcopy library, focal point for offsite hardcopy archiving. 
• Point of contact for large copying, printing or scanning jobs that cannot be carried out within individual departments or functions. 
• User training, ongoing user coaching as required both on IT applications and processes. 
• Provide advice and guidance to all personnel on general document management issues.

HSEQ Responsibilities.
Everyone working for or on behalf of Client has the following responsibilities with regard to his or her work to: 
• Familiarise with the Client Policies, including the policies on HSE, Risk Management and Major Hazards; 
• Familiarise with the Client Management System and its meaning for day-to-day work;
 • Familiarise with the work and be aware of all associated risks for People, the Environment, Assets and Reputation (PEAR); 
• Report any incident, near miss, hazards (unsafe acts/situations) and improvement suggestions; 
• Know their roles and responsibilities; 
• Actively participate in any job or HSEQ training or instruction by or on behalf of Client; 
• Use all provided means as intended and according to their purpose.

Job specific skills and knowledge
• Experience of document control ideally in an upstream oil and gas environment and ideally with a background that includes a mixture of projects and operations. 
• Familiar with electronic document/information management systems to contributor standard. 
• Ability to identify gaps in the available information required to understand a problem or situation, and devise a means of remedying such gaps. 
• Maintains knowledge of relevant current and emerging information management practices through literature, conferences / seminars and webinars. 


General capabilities 
• Educated to a tertiary level (HND or Degree) preferred 
• Professional accreditations from industry bodies are favourable • Excellent communication skills (verbal and written) 
• A methodical and structured approach, selecting and effectively utilising appropriate methods, procedures, tools and standards to meet all targets set
 • Capable of working across organisational boundaries and with multiple cultures – team player 
• Proactive, adaptable, taking action and anticipating opportunities