Job Description
Job Title: Document controller
Location: Sunbury - hybrid
Start Date: ASAP
Contract Length/End Date: 3-months with the possibility of 1-month extension
Role Synopsis
The purpose of this role is to lead and manage bpS document management systems, covering the full suite of operating and non-operated activities.
The role is pivotal in delivering the governance and standards requirements for bpS controlled processes, procedures and associated documented activities covering the fleet and shore, and thereby maintaining Shipping’s license to operate as per the Internationational Safety Management (ISM) Code, Group Operating Management System (OMS) requirements and the applicable ISO standards.
The role will also be the first point of contact to provide the subject matter expert (SME) to both shore and sea staff, offering guidance and support on all matters related to document management and systems operatability.
• Operate and maintain all document management systems, through document administration and governance for shipping, including day-to-day engagement with the document owners & approvers of the processes and procedures for effective functioning of the OMS (both fleet and office).
• Provide SME advice, guidance and training for managing all controlled documents using ARIS, CDI (Shoreside) and Docmap (fleet side).
• Lead on any relevant technical issues to ensure smooth running of the Business Management Site (BMS) site and effective functioning of the OMS for both fleet and office.
• Lead projects and identify improvement solutions through periodically liaison with the suppliers and vendors, including IT&S to scope the current and projected business requirements for driving simplification.
• Work in close collaboration with the Risk team, OMS & Audit Manager and Regulatory Compliance Manager to ensure all aspects of audits and compliance is fully maintained as per Flag, Class, bpS Risks and/or Regulatory requirements across various procedures and requirements.
• Responsible for the document lifecycle for bpS. Manage day-to-day aspects of approval, creation, retention, review, communication and recordkeeping to the required standards and controls with effective communication across various users.
• Drive conformance to OMS Essential 4.1 and 4.3, as applicable.
• Ensure effective management of KPIs for document and systems management and relevant communications to BPS Leadership.
• Manage external publication & HSE relationships. (Seamanship library).
• Lead on any ad-hoc projects to do with document control or systems improvements as assigned by the Line manager.
Essential experience
• Proven experience in Management Information Systems Administration.
• Computer-literate, expert knowledge of SharePoint and Microsoft Office applications.
• Experience of working in an influencing and coordination role with multiple stakeholders.
• Self-manage workload to execute business tasks.
• Proven ability to deal with complex frameworks, document structures for effective management of documentation and systems for the business.
• Proven skills to deal with complex document re-writes and lead on conversations for effective management of documentation and systems for the business.
• Challenging minded, enthusiastic individual, open to think outside the box with strong communication skills.
• Experience in Information and Records Management.
Desirable experience
• Experience of working in Shipping / Marine or similar operating environment.
• Strong operational knowledge of Document management or systems, governing documents and System Tools module.
• Working knowledge of Plain English documentation and expectations.
• Project Management experience.
• Degree or relevant field work experience.
• Document management related auditing experience.
Key Skills ,
• Proven experience in Management Information Systems Administration.
• Computer-literate, expert knowledge of SharePoint and Microsoft Office applications.
• Experience of working in an influencing and coordination role with multiple stakeholders.
• Self-manage workload to execute business tasks.
• Proven ability to deal with complex frameworks, document structures for effective management of documentation and systems for the business.
• Proven skills to deal with complex document re-writes and lead on conversations for effective management of documentation and systems for the business.
• Challenging minded, enthusiastic individual, open to think outside the box with strong communication skills.
• Experience in Information and Records Management.