Document Controller

PURPOSE OF ROLE

This role is to ensure efficient management, organization, and distribution of company documents and records. By maintaining accurate records and implementing document control procedures, the Document Controller facilitates effective document management throughout the organization, supporting compliance with regulatory standards, quality assurance, and operational efficiency.

KEY PERFORMANCE AREAS

• Document Management

• Ensure the accurate and timely processing of documents such as creation, review, approval, distribution, and archiving.
• Maintain a centralized and organized document control system to ensure quick retrieval and version control.
• Ensure documents conform to Legal Requirements and Protocols

• Compliance and Quality Assurance

• Implement and enforce document control procedures to ensure adherence to regulatory requirements and company standards.
• Conduct regular audits to verify compliance with document control policies and procedures.

• Communication and Coordination

• Facilitate communication between departments or project teams regarding document status, revisions, and approvals.
• Coordinate with stakeholders to ensure documents are reviewed and approved within specified timelines.

• Training and Support

• Provide training and support to staff on document control procedures, software systems, and best practices.
• Act as a resource for document management-related queries and issues.

• Continuous Improvement

• Identify opportunities for process improvements within the document control function.
• Recommend and implement enhancements to document management systems and procedures.

• Reporting and Documentation

• Generate reports on document control metrics such as document status, overdue actions, and compliance issues.
• Maintain accurate records and logs of all documents processed and actions taken.

QUALIFICATION AND EXPERIENCE

• Grade 12 or equivalent
• National Certificate/Diploma in Administration
• Certificate in Document Control (Advantageous)
• 3 to 5 years’ experience in data management and or other information systems
• Computer literate
• ISO 9001:2015 internal auditor
• Experience of Electronic Document Management Systems is vital.
• Experience of administrative and clerical procedures and systems such as word processing/Microsoft tools, managing files and records, designing forms/templates, and other administrative

KNOWLEDGE & BEHAVIOURAL COMPETENCIES

Knowledge:

• Thorough understanding of electronic and paper filing / storage and storage conditions.
• Understanding of ISO 9001 principles.
• Understanding of basic principles of Engineering / Procurement / Construction and Project Management documents.
• Knowledge of administrative and clerical procedures and systems such as word processing / Microsoft tools, managing files and records, designing forms / templates and other administrative processes.

Skills:

• Strong IT skills in MS Office (Outlook, Excel, Word & Power Point)
• Electronic Document Management System (EDMS) Service Orientated (/Customer responsiveness)
• Strong administrative skills

Behaviours/Personal Attributes:

• Accountability - Job requires being responsible for completing assigned tasks and performing duties required by the job.
• Integrity - Job requires integrity by doing the right thing in all circumstances.
• Dependability - Job requires being reliable, responsible, dependable, and fulfilling obligations.
• Initiative - Job requires a willingness to take on responsibilities and challenges.
• Innovation - Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
• Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
• Analytical Thinking - Job requires analysing information and using logic to address work-related issues and problems.
• Ability to work both within a team environment and independently.
• Procedure driven (conformance at all times)