Duties and Responsibilities
- Overseeing document control systems & teams for the University
- Maintain organizational documents and the document management system
- Identify and investigate the need for documents of various types
- Ensure the security, accessibility, and proper distribution of organizational documents
- Legal compliance
- Writing and updating the policy
- Manages / Coordinates a team of Document Controllers
- Sets up the Document Control system (procedures, processes, templates, applications, etc.)
- Runs & administrates the Document Control system
- First line of contact in the case of an escalation of a Document Control related issue
- Gate keeper of the Document Control rules and procedures
- Clarification, arbitration, technical authority role regarding Document Control issues
- Ensures commitment, support and buy-in from internal and external interfaces
- Closely supervises difficult / sensitive phases
- Develop the document management plan and update it, as needed.
- Manage organizational documentation through the document life cycle.
- Ensure that internal controls are in place and are functional.
- Help develop and enforce documentation design, review, and storage guidelines.
- With the IT security manager, assign/approve user privileges.
- Plan and conduct meetings and presentations related to document management.
- Commission and install new applications and customize existing applications in order to make them fit for purpose.
- Defining objectives through consultation with staff at all levels
- Manage and write the security and disaster recovery aspects of a database.
- Providing user training, support and feedback
- Destroying and archiving data/ records
- Familiarity with computer operating systems and database technology (design, software and structure)
- Writing reports, documentation and operating manuals
- This role can involve working to tight deadlines and when necessary
Qualifications & Experience (Required)
Bachelor’s degree from an accredited university or college in MIS, business administration or similar field. For graduates without relevant qualifications or experience, a postgraduate qualification in computing, IT or operational research is beneficial.
Previous work experience is often necessary, and can be gained through IT, technical writer working on all kinds of documents, or documentation manager.
Knowledge, Skills and Abilities (Required)
You will need to show:
- Knowledge of electronic document management system
- A logical approach to work
- The ability to manage and prioritize tasks
- Demonstrated ability to network and build relationships across organization and maintain strong working relationships with colleagues
- Handle sensitive information with integrity and confidentiality
- An understanding of information legislation, such as the Data Protection Act.
- Excellent problem-solving, analytical and integration skills
- Excellent organizational and time management skills, teamwork and interpersonal skills
- Excellent verbal and written communication skills; fluent in English
- Excellent proofreading and editing skills
- Flexibility and adaptability
- Desire to grow technical skills and ability to learn new technologies swiftly
- High attention to detail, self-starter, result driven
- Ability to work in a cross-functional team
Remuneration and Benefits
PMU offers an income tax-free compensation package, commensurate with rank and experience.
