Document Controller

  • Job Reference: 00001171-1
  • Date Posted: 7 November 2019
  • Recruiter: UK Power Networks
  • Location: London
  • Salary: On Application
  • Bonus/Benefits: Circa £30,153 + London Allowance (dependent on skills and experience)
  • Sector: Engineering & Technical
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

Position

Document Controller

Reporting to

BIM and CAD Manager

Location

Newington House

Department

UKPN Services

Reference Number

45903

Employment Period

Permanent

CiP

3%

Salary Range

Circa £30,153 + London Allowance (dependent on skills and experience)

Closing Date

13th November2019

All applications will be reviewed after the closing date

 We also provide the following additional benefits

 Annual leave 25 days

  • Car allowance

  • Personal Pension Plan – Personal contribution rates of 4% or 5% (UK Power Networks Services will make a corresponding contribution of 8% or 10%)

  • Tenancy Loan Deposit scheme

  • Tax efficient benefits: cycle to work scheme

  • Season ticket loan

  • Occupational Health support

  • Switched On – scheme providing discount on hundreds of retailers products.

  • Supplier discounts, such as O2, EE, Vauxhall cars, Universal tyres

  • Discounted access to sports and social clubs

  • Employee Assistance Programme.

      

    Job Purpose

    UK Power Networks Services has the ambition to be the leader in private power and energy infrastructure.

    Working within our dedicated BIM, CAD and Document Control team, you will oversee UKPN Services document management systems and also for ensuring the application of document control standards and procedures that meet the UKPN Services business or client requirements.

    Ensure document consistency across all projects, rigorously, maintaining control and traceability of the documentation from Project initiation throughout and to completion.

    Dimensions

     You will be document controller for UKPN Services and will help support major infrastructure projects and asset management processes.

     

    Principal Accountabilities

  • Internal document/content standards covering the full information management lifecycle (organisation, workflow, creation, repository, exchange, versioning, publishing and archiving).

  • Common Data Environment for document control for UKPN Services.

  • Provide governance of document types, indexing, numbering, format, review, dispatch, recording and archiving.

  • Provide advice on layout, editing and formatting of documents, ensuring detail is maintained.

  • Assist project teams during all audits of the project and document management system and ensuring compliance.

  • Collaborate with client and partner document control departments to ensure ease of communications.

  • Administer documents and drawings for existing projects and for any future contract.

  • Ensure contractual obligations for responses to document transmittals are escalated.

  • Maintain systems to keep all unnecessary paper and hard copy documentation to a minimum.

  • Ensure a document control system is maintained by the following:

    • All incoming and outgoing documentation is recorded

    • All documentation requiring review is undertaken promptly

    • All hard copy documentation is scanned and stored electronically and logically for ease of future retrieval.

    • All legislative, UK Power Networks Services and contract requirements are maintained within a central library

    • All policies, procedures and forms go through the appropriate approval process

    • Coordinate the review of documents requiring regular review and updating.

    • Update relevant document/transmittal registers and collate and report on risk reports and registers.

    • Assist project teams with written reports related to document control when needed.

    • Respond in an enterprising, proficient, informative and helpful manner to enquiries from staff and external partners either in person, by phone or by e- mail.

    • Control information flows with suppliers observing document control requirements.

    • Ensure that the project team is observing document control procedures.

    • Engage with partners.

    • Provide reports on the status of documents at any given time

    • Undertake additional activities in line with the job level and competency.

 Nature and Scope

UK Power Networks Services is the commercial business of UK Power Networks and is focused on designing, building, operating and maintaining safe, sustainable private electrical and multi-utility networks for owners of major infrastructure. You will support the business UK Power Networks Services.

Although the Document Controller has no direct reports, they manage the control and distribution of all documentation in and out of the project(s) to all departmental heads and partners.

The project systems and procedures for document control are managed by the Lead Document Controller who reports to the BIM CAD Manager.

The Document Controller position is vital to the provision of reliable document control systems and staff. Document Control is an important function within our business and ensures efficient flow of information both internally and with our clients.

UKPN Services is in the process of introducing Bentley ProjectWise. Implementation and application of this system across all assets will ensure compliance with the Common Data Environment (CDE), and work towards BIM Level 2.

 

Skills, Qualifications and Experience

Essential

  • Ability of building relationships with a variety of people at all levels in the organisation.

  • Document control experience in an engineering and project environment

  • Work unsupervised and in a pressured environment.

  • Excellent interpersonal skills to negotiate at all levels with our partners.

  • Use initiative in making decisions with the ability to identify problems, understand important issues, investigate alternatives and apply judgement.

  • Knowledge and application of Microsoft Word, Excel, PowerPoint, Access and Outlook.

  • Working knowledge of Alfresco, Bentley eB and ProjectWise, and mainstream Document Management tools in line with the introduction of BIM (Business Collaborator, SAP, Ellipse, Documentum, Procurement, CAD Design, Construction, Testing & Commissioning, Commercial, Close-out).

  • Well organised, possessing a high level of self-discipline, commitment and ability to meet targets.

  • Incorporate and manipulate Microsoft Excel (can perform complex functions) to produce dashboard reports, dependant on the needs of a project.

  • Knowledge of Bentley ProjectWise, along with the ability to set up or amend a data source to reflect the needs of a project, as and when they are awarded.

 

Desirable

  • Experience working in electricity/rail infrastructure projects.

  • English language qualification.

  • Experience with ProjectWise, Alfresco and eB, and Aconex.

  • Experience using file transfer protocols to exchange documents between UKPN Services and our clients, which is used because of the nuclear sensitivity of the information.

  • Experience in the electricity/rail industry

 

Competencies

  • Work unsupervised to identify problems, understand important issues and suggest alternatives.

  • Safety and environmental awareness.

  • Excellent analytical, organisation & planning skills.

  • Demonstrate our vision and values.

  • Excellent presentation skills including, verbal & written English.

  • Monitor workload, and provide support where needed.

 

Please note: Internal candidates must obtain written approval of their manager, which must be submitted with their application.

 

Health & Safety Responsibilities

Managers and supervisors carry both legal and company responsibilities for ensuring the health and safety of their employees, those under their control and those who might be affected by the work undertaken, i.e. public, visitors and employees of other organisations. This includes briefing individuals working for them and ensuring there is the necessary understanding, competence and application of requirements to work safely and without harming the environment.

Employees will ensure they understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly where work activities can have an adverse impact upon the environment, and particularly where there are legal requirements, employees will understand those impacts and the controls they must ensure are applied.

If in doubt, ask!

 

We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.