Document Controller - Infrastructure Management

PURPOSE OF THE ROLE

To oversee the efficient management of the SharePoint Operations & Maintenance (O&M) platform while supporting the Infrastructure Management team with administrative tasks. This includes ensuring the O&M library remains accurate, up to date, and well-organised with relevant technical documentation, drawings, and manuals.

Main Functions Of The Job

1. Manage the Operations SharePoint O&M library platform ensuring that all documents are available for operations teams to access when required.
2. Create, organise, and maintain document libraries, ensure documents are stored in a structured way, maintain version control (in conjunction with the design team document controller), manage access permissions, and ensure the integrity and security of data. Involves using document management systems (e.g. SharePoint) to streamline document retrieval and storage.
3. Gather, organise, and distribute knowledge across an organisation - Create and manage document libraries, facilitate information sharing, and ensure that content is easily accessible and reusable.
4. Work with document management systems to capture institutional knowledge and support decision-making processes.
5. Provide users with support with the relevant information to be used by the Infrastructure Management team.
6. Organise and manage digital content, ensuring that it is well-structured, accessible, and aligned with organisational needs.
7. Maintain document libraries, categorise information, and control permissions for access. This role often involves managing workflows and collaborating with teams to ensure proper content governance.
8. Ensure compliance with document control procedures, monitor document revisions, and manage access permissions. Maintain document security, accessibility, and proper archiving.
9. Analyse the received documents and interact with stakeholders to advise if received documents are acceptable.
10. Be responsible for defining and collecting a knowledge repository that includes but is not limited to toolkits, standards, policies, processes, and procedures.
11. Using application configurators in alignment with knowledge management standards, design, maintain, and update the knowledge repository application to ensure easy navigation of the repository and easy access to the stored data. Ensure that repository design allows the user community to effectively self-manage content. Develop, implement, and facilitate procedures to guarantee that all collected and uploaded content is applicable and up to date to ensure efficient delivery.
12. SharePoint administration - Day-to-day setting up and configuring SharePoint sites, managing access permissions, ensuring system security, troubleshooting issues, and supporting users with system navigation. Ensure data is well-organised and searchable.
13. Conduct post-project implementation reviews to confirm all required operational documentation is uploaded and ready for use.