Document Controller & Executive Assistant - Permanent
Up to £35k
The Document Controller will work coordinating with the different departments within the company, ensuring that documents are kept in the right location and are accessible to the appropriate teams. Duties will include but not limited to: Power Administrator for the Document Management System (DMS), maintenance of user access, security groups and permissions, configuration of the DMS, ad-hoc reporting on tasks, workflows and usage.
Executive Assistant duties will include assisting the Governance & Compliance Manager prepare for Committee meeting and maintain the resultant action logs, manage a range of systems used within Governance & Compliance and provide administrative support.
§ Act as a Power Administrator for the DMS
§ QA and upload documents to the DMS
§ Maintain DMS security, create security groups and maintain permissions.
§ Create tasks, workflows and RFIs as required.
§ Ensure management procedures are complied with at all times.
§ Support the Project Team in ensuring the smooth running of screening and approvals process in terms of document issue.
§ Control the archiving process.
§ Assist in the preparation for committee meetings (agenda, minutes, action logs, QA of meeting pack).
§ Manage the eLearning system (enrol candidates, modify material, author new courses) (training will be provided on this system)
§ Assist with the HR Management system, training will be provided on systems
§ Maintain document registers and audit records.
Qualifications, experience and skills
§ Educated to GCSE A Level standard (minimum)
§ Degree desirable
§ At least 2 years’ experience as a Document Controller
§ Excellent organizational and time management skills.
§ Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages.
§ Strong IT and minute taking skills.
§ The ability to prioritize tasks and work under pressure.
§ Accuracy and attention to detail.
§ Flexibility and adaptability to changing workloads.
§ A problem-solving approach to work.
§ Good interpersonal, oral and written communication skills.
§ Experience of working in an Administrator role on ViewPoint/4Projects.
§ Ability to work in a fast-paced and deadline driven environment, so it is important that they can stay focused and carry out their tasks in a timely and accurate manner.
§ Strong interpersonal and communication skills.
§ Ability to work with one or more teams.
§ Excellent IT skills
§ High attention to detail
§ Organisational skills
§ Initiative and ability to work un-supervised.