My client is looking for a Document Manager for an initial 6 month contract inside of IR35.
Why this role matters:
Our purpose is to use the power of communication to make a better world. For each other, for our customers, for society and our communities.
*Ensure compliance with the defence document management standards and templates in order to comply with Quality and Security standards set by the associated Contract.
*Support the Contract in the provision of document management.
*Leadership, from a document management perspective, to the wider defence community to help drive high quality document control and an environment of continuous improvement.
*Advise both internal, external and supplier stakeholders at all levels in the prompt delivery of documents and reviews.
*Establish and maintain an effective working relationship with defence colleagues, Customer PMOs and other work colleagues.
What you'll be doing:
*Lead efforts to determine the Document Management system and tooling strategy for the DFTS Contract. The implementation of document control and a record management system, processes, and procedures are key deliverables.
*Create and maintain a controlled document repository in order to prove accurate document audit trails for the contract.
*Create and maintain templates for use across the Contract for documents to be used internally and those to be issued externally. This covers Word, Excel, and PowerPoint.
*A detailed review of all documents for completeness, ensuring adherence to the Contract's document management formats, templates, and standards prior to customer submission.
*Engage with authors, reviewers, and approvers in the delivery of documents, both internal and external. Act as a single point of contact for information and advice on the delivery of document management. Ensure compliance with DFTS document standards and templates.
*Control and govern both DFTS document and records management which includes document change, control, records, reviews, and issuance in accordance with the expected cadence (e.g., monthly, quarterly, and annually).
*Work to continuously improve the quality of the documentation delivered to the customer. Work closely with the DFTS Quality team to assure that documents and process meet audit criteria.
*Assist in the monitoring and chasing for any customer deliverables defined in the contract or project plans.
*Coach and advise DFTS colleagues on the Document Management Process and documentation standards.
*Assist in quality audits including document preparation and record retrieval.
*Represent Document Management at meetings to ensure that correct Governance is in place within the DFTS contract (Acceptance into Service (AIS), Change Advisory Board and Defence Boards).
*Create and maintain monthly quality KPI metrics reports for consumption by the DFTS Contract Management Office (CMO) Lead.
Skills and Experience needed:
*2+years of experience in quality document control.
*Experience setting up and using electronic document management systems.
*Ideally previous experience managing Document Control procedures for large complex Contracts.
*Must be detail-oriented and highly organised.
*Be a trusted member of the team who can be relied on by colleagues and managers. Be a dedicated team player who will communicate clearly and professionally. Be able to give and receive constructive criticism.
*Be able to work unsupervised, a self-starter and deliver a high standard of quality services.
*The ability to work under pressure whilst maintaining a high standard of work ethics.
*Be prepared to take risks, learn from experience and mistakes
*Be able to lead on continuous improvement initiatives. Using evidence and research to shape effective process improvements.
*Be able to explain and present clear and effective document standards. Coach colleagues on appropriate systems for document management.
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