The Lead Document Controller is responsible for managing and supervising all aspects of document control within the organisation. This includes overseeing the creation, distribution, tracking, and archiving of documents to ensure compliance with regulatory requirements and efficient document management.

Responsibilities

Document Control System Management:

• Implement and maintain a robust document control system or software.
• Ensure the system is user-friendly and meets the organization’s needs.
• Provide training to staff on document control procedures and the use of the system.

Document Creation and Distribution:

• Coordinate the creation, editing, and approval of documents.
• Maintain version control and ensure the correct documents are distributed to authorized personnel.
• Monitor document distribution and access permissions.

Document Tracking and Retrieval:

• Develop and maintain a systematic tracking system for documents.
• Ensure quick and accurate retrieval of documents when requested.
• Collaborate with departments to facilitate document retrieval as needed.

Quality Control and Compliance:

• Ensure all documents adhere to organizational standards and regulatory requirements.
• Conduct regular audits to identify and rectify any document control issues.
• Assist in preparing for internal and external audits related to document control.

Document Archiving and Disposal:

• Establish document retention and disposal policies in compliance with legal and industry standards.
• Safeguard historical records and facilitate their secure storage or disposal when necessary.

Team Leadership:

• Supervise a team of document control professionals, if applicable.
• Provide guidance, training, and performance feedback to team members.
• Delegate tasks and responsibilities effectively.

Continuous Improvement:

• Identify opportunities for process improvement within document control procedures.
• Implement best practices to enhance document management efficiency.

• Bachelor’s degree in a relevant field (e.g., Business Administration, Information Management).
• Proven experience in document control, with prior experience in a leadership or supervisory role.
• Familiarity with document control software and systems.
• Strong organisational and attention-to-detail skills.
• Excellent communication and interpersonal skills.
• Knowledge of relevant industry regulations and compliance requirements.
• Problem-solving and analytical abilities.

Security Clearance: SC, sole UK National

Hybrid working  – 12 days/month in central Glasgow office

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