Sword Group
Senior Document Controller
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Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help them achieve their goals.
About the role:
As the Senior Document Controller, you will act as a key Document Control and Information Management focal point, responsible for the effective control, coordination and lifecycle management of engineering, operational and business documentation.
This is a hands-on role suited to an experienced Document Controller who is confident managing controlled documentation throughout its lifecycle, while also supporting the administration and effective use of Information Management systems.
You will work closely with engineering, operational and business stakeholders to ensure information remains accurate, current, secure, traceable and readily accessible, while maintaining strong document control standards, system integrity and data quality.
The role will be based in Barrow-in-Furness, with an expected working pattern of four days per week in the office and one day working from home.
As the Senior Document Controller, you will:
- Manage and maintain controlled document repositories, ensuring engineering, operational and business records are accurate, current, secure and readily accessible.
- Manage documentation throughout its full lifecycle, including registration, review, approval, publication, distribution, revision control, retention and archiving.
- Maintain robust version control, metadata and audit trails to ensure document integrity, traceability and compliance with agreed standards and processes.
- Coordinate document review and approval workflows, working closely with engineering, operational and business stakeholders.
- Provide document retrieval, archive search and records management support for operational, maintenance and project activities.
- Support the administration of Information Management systems and associated document repositories.
- Manage user accounts, permissions, access controls and engineering subscriptions across relevant Information Management platforms.
- Monitor system performance, data quality and user adoption, proactively identifying and resolving issues to maintain effective system utilisation.
- Carry out document and data quality checks, identifying discrepancies and ensuring information is appropriately controlled.
- Maintain accurate document registers, revision histories, metadata and associated records.
- Provide user support and troubleshooting across Information Management systems and document control processes.
- Deliver guidance, training and onboarding to users, helping ensure the consistent application of Information Management processes and standards.
- Work proactively with stakeholders to resolve document control and Information Management issues and maintain effective information flows.
- Identify opportunities to improve document control processes, system utilisation, data quality and overall consistency.
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Key Requirements:
- Strong experience in Document Control, Information Management or a related discipline within energy, oil & gas, engineering or a similarly complex technical environment.
- Good working knowledge of Electronic Document Management Systems (EDMS) and Information Management platforms.
- Experience administering or supporting document and Information Management systems, including user accounts, permissions and access controls.
- Experience managing engineering, operational or business documentation throughout its lifecycle, including registration, review, approval, revision, publication, retention and archiving.
- Strong understanding of document control principles, including version control, metadata, audit trails, document integrity and traceability.
- Experience maintaining controlled document repositories and carrying out document and data quality checks.
- Experience supporting document retrieval, archive searches and records management activities.
- Experience providing system and process support to users, including troubleshooting, training and onboarding.
- Experience with systems such as PIMS, SolidWorks, Viewport, BMS, FTP, EWB and SharePoint would be advantageous.
- Good understanding of engineering and technical documentation.
- Strong attention to detail with a structured, methodical and organised approach.
- Excellent communication and stakeholder management skills.
- Proactive and self-motivated, with the ability to take ownership, work independently and use initiative.
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What We Offer:
At Sword, our core values and culture are based on caring about our people, investing in training and career development and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. In addition to a Competitive Salary, here's what you can expect as part of our benefits package:
- Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.
- Flexible working: Flexible work arrangements to support your work-life balance. We can’t promise to always be able to meet every request, however are keen to discuss your individual preferences to make it work where we can.
- A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance programme, discounted cash plan and more……
At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. Your perspective and potential are important to us.
If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.
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