Senior Document Controller

We are currently seeking to recruit a Senior Document Controller to join our Digital team. This role is varied and challenging, and will involve working with within client project teams, supporting major capital projects and programmes. Initiative and problem solving skills are a must, as are strong interpersonal and communication skills, experience implementing document control procedures, and managing Electronic Document Management Systems (EDMS) at an administrator level. The role will be based in Finland near Oulu.

Key Responsibilities 

• Management of EDMS – Undertake day to day management of the system, adding and maintaining user accounts and security groups. Respond to ad-hoc requests from users to move or rename any incorrectly uploaded file / document.  

• Interface with Project Team and other agreed stakeholders - Act as the main point of contact for all queries and requests relating to the EDMS. 

• Provide EDMS training and maintain training log – Organise and undertake regular training sessions on the purpose and use of the system and document control processes for new users and refresher training for existing users. Provide training and guidance of file naming protocols. Create and maintain training logs. 

• Provide training and guidance for the Document Controller function – Organise and undertake DC level training sessions on the purpose, linking and use of the system. 

• Maintain Container Configuration & Workflows – Undertake regular checks on file / document links across the system and fix as required. Undertake regular checks of file / document workflows and release / move-on any locked workflows. 

• Develop and Maintain User guides – Prepare and update training packs, system user guides and quick reference sheets. 

• Manage system compliance and provide compliance reports – Undertake weekly compliance audits with regards to file naming, file storage locations, user access and provide reports. 

• Assist with project set-ups on EDMS – Create new project sites from agreed Template and assign users. 

• Support Programme Advisor & Work-stream Assurance – Provide ad-hoc reports and information on system usage, compliance and assist with ad-hoc requests relating to user activity. 

• Maintain User Directories, IM Protocol and File naming protocol – Update and maintain the user access matrix, IM and File naming protocols to reflect new projects and users of the system. 

• Respond to ad-hoc requests relating to document management – Provide ad-hoc advice and guidance on use of the EDMS system and associated user guides and policy documents.