Document Controller

Role and Reporting

Role: Document Controller

Reporting to: Head of Projects / Dotted Line to Quality Verification Manager

Division: Elland, Yorkshire

Country: UK

Department: Project Management

Business Need / Purpose of Role

To act as the primary resource for the Project Managers in providing document control management on assigned projects within the Projects Department. There is also an element of quality verification required for this role with a dotted reporting line to the Quality Verification Manager.

Objectives & Measurement

Including but not limited to:

Key Responsibilities and Specific Accountabilities

• Take full responsibility and ownership of all document control activities on assigned projects.
• Where required, review quality documentation and verify in accordance with defined requirements.
• Adhere to company processes and procedures with regards document control routines and functions.
• Deliver project document control services in accordance with clients' requirements for projects.
• Transmittal of documents to and from clients.
• Control and verification of incoming documentation.
• Good understanding of technical documentation for ensuring it is correct and complete.
• Electronic filing and archiving of documentation within the project.
• Control and manage electronic and hard copy documents between project team and external parties.
• Maintain traceability of project documentation.
• Prepare document status reports for internal use and toward Clients.
• Preparation of final documentation packages for final handover to clients (i.e., User Manual, MRB).
• Assist in continuous improvement of document control processes, procedures and information management as per ISO 9001:2008.
• Assist with bids, as may be needed from time to time.
• Ensure all work personally undertaken within TFT is carried out in compliance with current H&S rules and TFT safety systems and is in line with the requirements of the TFT duty of care document.

Measurements

• Zero LTI full year (<0.3 TRI with ultimate goal of 0.0). All employees to raise at least one Hazard/Safety Conversation per Quarter.
• On-time delivery performance - OEM - > 90% / AFTERMARKET - > 95%
• Overdues - OEM - <£400k ($500k) Ensure adherence to milestone invoicing to ensure 90% of our profit is converted to cash in a 12-month period.

Job Knowledge / Education and Qualifications

The details described here are representative of those that are encountered by or must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Ideally at least three years' document control type experience preferred, within oil and gas or nuclear markets.

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

• Excellent reasoning, communication and influencing skills.

Computer Skills

• Proficient document management system experience and software skills.
• Strong skills in MS Office programmes and databases.

Physical Demands

Ability and willingness to work in extended teams, represent the function with internal and external stakeholders. Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Work Environment

Office environment.

Core Competencies

• Teamwork - Balances team and individual responsibilities; is objective and open to others' views; willing to learn; provides and accepts constructive feedback; able to build positive morale; supports everyone's efforts to succeed in achieving goals and objectives.
• Communication - Speaks clearly and persuasively; listens actively and seeks clarification; asks appropriate questions; able to effectively present and discuss views and ideas; adjusts style and language to meet the needs of audience; shares relevant information; gives constructive feedback to others and is open to receiving feedback.
• Safety Focus - Performs work in a safe manner and observes safety and security procedures; avoids shortcuts that increase health and safety risks to self or others; reports potentially unsafe conditions and potential hazards; encourages and supports others to be safe while at work.
• Drive & Initiative - Focuses on results and desired outcomes and how best to achieve them; sets ambitious goals for self and/or others and tackles them with enthusiasm; initiates and generates activity, makes things happen quickly; self-starting, works under own direction; persists in spite of obstacles, finding appropriate solutions; looks for opportunities to progress work faster; undertakes self-development activities; seeks increased responsibilities.
• Customer Focus - Seeks to understand customer's needs and requirements and takes appropriate action to meet these effectively; responds promptly to customer needs and keeps customer updated on progress; obtains customer feedback to improve service; sets realistic expectations with customer but strives to exceed these; adapts to changing customer demands and proactively manages difficult customer situations.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Influencing - Expresses views openly and with conviction; effectively sells their ideas and identifies and proposes solutions that benefit all parties; anticipates the reaction of others and adapts an appropriate style; shows respect for other people's views; promotes the creation of shared mission and values and uses those principles to guide actions.
• Adaptability - Adapts to changes in the work environment; manages competing demands and reacts well under pressure; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Accountability - Takes responsibility for own actions; delivers on agreed actions and commitments; pro-active and goes above and beyond when necessary to reach goals; keeps stakeholders informed of progress; faces up to problems quickly and directly, seeking speedy resolution.
• Analytical & Problem-solving - Understands and able to break down complex or diverse information; gathers and processes data to identify problems, draw conclusions and propose solutions; able to consider different options and alternatives and make appropriate recommendations; works well with others to resolve problems and implement solutions.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Any other relevant information (if applicable)

None