14 hours per week, 9.30 – 1pm, Monday to Thursday (Can be flexible)
Department: Operations
Personal Attributes
* Team player – working together to deliver project outcomes
* Engaged - looking for improvements
* Agile work approach - able to work in an organized way and manage time appropriately
Experience Required
* Experience working in an administrative capacity
* Strong understanding of document control systems
* Working knowledge of Microsoft Office packages (Word, Excel, Power Point, Teams and Outlook), SharePoint, Adobe Acrobat/ Nitro.
Desirable Qualifications
* Higher National Certificate (HNC) in a relevant subject, such as information management
* Experience in the civil engineering environment, utilities or other regulated environment
Role Purpose
To provide assistance to project managers and wider team to ensure smooth functioning of the Planned Works Department including:
* The registration, redistribution, external issue and archiving of relevant project documentation.
* Creation and maintenance of registers and transmittal records.
* Collation of documentation, including drawings, keeping a record of document status, liaising with project personnel and suppliers to obtain outstanding information in line with the time scales required for delivery.
Role Summary
* Leads on management of document distribution, storage and issue
* Supports the delivery team in the issue of client deliverables
* Distribute documents to the relevant parties, ensuring the correct documents are delivered in timely manner and that transmission is recorded.
* Maintain accurate records of all project documents and support project staff in understanding their status.
* Maintain a full audit trail for all documents. Ensure the issue, receipt and acknowledgement of documentation.
* File and archive all documents within the secure system.
* Ensure consistency of document submissions in adherence to the project document control procedures in line with Quality Plans
* Controls the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents
* Ensure that information such as as-built records, drawings and operations manuals are issued per the client’s requirements and standards
* Propose improvements for more efficient and effective working
* Where required make case for and implement process improvements
* Carry out any other duties appropriate to this post
* 25 days annual leave (Prorated)
* Long Service Scheme
* Access to Peoples Pension scheme after 3 months service
* Access to Group Pension Scheme after completion of one years service
* Life Assurance and Critical Illness cover if joining pension scheme
* Access to Employee Assistance Programme & Medicash after successful completion of probation
* CSR Programme (3 days supported per annum)
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