Document Controller - Quality Department

Position Description:

Performs various complex secretarial/clerical, and administrative duties requiring comprehensive knowledge of the Quality Department. Exercises independent judgment and action, including making frequent decisions per delegated responsibilities from the Director of Quality Management. Prepares considerable correspondence, compiles and summarises data into a concise form, and preparation of reports. Serves as a Document Controller who will manage the development, approval, issue, change, distribution, maintenance, use, storage, security, and disposal of documents.

Position Responsibility:

• Maintains the efficient and effective operation of the Quality Department by professionally, politely, accurately, and promptly managing all forms of correspondence (telephone, email, written).
• Processes all received and sent documents and files as necessary which may include word processing, typing, editing, or formatting with a very detailed approach.
• Types and collates reports which may have confidential content.
• Maintains databases, and data entry regularly with attention to detail and accuracy.
• Tracks Quality Documents and Version Control.
• Tracks Quality Documents by reviewing both hard files and computer database files on an ongoing basis.
• Tracks of every version of the draft and approved documents.
• Notifies all staff via email about newly published Quality documents.
• Conducts edits on Quality documents.
• Performs edits on documents before submitting them for approval to prevent organization documents from being disqualified.
• Ensures the documents for typographical errors, misinformation, spelling, and punctuation errors that will result in a document's disqualification.
• Validates, publishes, and updates Controlled Documents on the electronic system.
• Ensures that a document or file must be checked and approved before publishing.
• Ensures all documents published are approved by the Senior in charge.
• Controls copying and printing of documents from the electronic system.

Position Qualification & Experience:

• Bachelor's Degree in any field preferred
• Secretarial or Administrative certificate preferred
• Minimum of three (3) years of Administrative experience for which at least one (1) is related to Healthcare or Quality.
• Knowledge of Document Control and Management Processes and Standards.
• Knowledge of medical terminology/common clinical policies and procedures.
• Skills in Computer Applications such as Microsoft Office (e.g. Word, Excel and PowerPoint, Outlook, and email systems)
• Skills in Document Management Software tools and Customer Service.
• Ability to speak and write in English fluently.