Documentation Controller

Our client is looking to employ a Documentation Controller on a full-time basis. 

Responsibilities

• Supporting the updating of company standards for managing controlled documents.
• Formatting and proofread controlled documents according to company policy standards.
• Performing quality and compliance checks on documents received from authors, making necessary amendments to meet the standard.
• Ensuring correct coding and numbering of controlled documents, creating new codes for new projects.
• Maintaining and update the Document Control Change Request (DCCR) to reflect standard and site changes.
• Issuing DCCRs to staff as requested and manage the folder for effective process management.
• Uploading documents into the shared centre, ensuring accurate and up-to-date information.
• Deleting editable versions of documents once published to ensure proper process management.
• Providing training and support to staff to ensure compliance with the document management process.
• Organising and file documents, both electronically and in hardcopy.
• Controlling modification, distribution, and issuance of documents throughout their lifecycle.
• Maintaining a register of applicable documents in an Excel sheet for process management.
• Notifying authors once documents are published.
• Communicating updates of minor amendments to all staff, following the DCCR process.
• Removing obsolete documents from the shared centre.
• Creating new sites and job roles in the shared centre.
• Generating induction reports for new staff members.
• Distributing documents to relevant individuals or organizations.
• Providing progress reports on document status and maintain Key Performance Indicators (KPIs).
• Coordinating with department heads regarding document review dates.
• Managing the process within specified timescales and inform the Quality Manager of any necessary deviations.

• Excellent command of Microsoft Office tools
• Must be attentive to detail
• One should have a compliant and quality mindset
• Ability to follow procedures and processes
• Strong verbal and written communication skills in English and Maltese

• Experience of working in an ISO9001 environment, in a similar post
• ECDL Advanced of Word & Excel.
• Knowledge of Microsoft SharePoint and Adobe Acrobat
• Experience in a similar role would be ideal