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Document Controller

Job details
Posting date: 06 October 2024
Salary: Not specified
Additional salary information: Excellent Benefits and Bonus
Hours: Full time
Closing date: 20 October 2024
Location: London, London, SE1 6NP
Remote working: Hybrid - work remotely up to 2 days per week
Company: UK Power Networks
Job type: Permanent
Job reference: 79678_1728180006

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Summary

Document Controller

79678 - Document Controller

This Document Controller will report to the Information Manager and will work within UKPN Services based in our London - Elephant & Castle office. You will be a permanent employee.

You will attract a salary of £44,489 and a bonus of 3%. This role can also offer blended working after probationary period (6 months) - 3 days in the office and 2 remote Max.

Close Date:.20/10/2024

All applications will be reviewed after the closing date.

We also provide the following additional benefits

  • Annual leave 25 days
  • Personal Pension Plan - Personal contribution rates of 4% or 5% (UK Power Networks will make a corresponding contribution of 8% or 10%)
  • Tenancy Loan Deposit scheme
  • Tax efficient benefits: cycle to work scheme
  • Season ticket loan
  • Occupational Health support
  • Switched On - scheme providing discount on hundreds of retailers products.
  • Discounted access to sports and social clubs
  • Employee Assistance Programme.

Job Purpose

UK Power Networks Services has the ambition to be the leader in private power and energy infrastructure.

Working within our dedicated On site team for Information Management, you will be responsible for UKPN Services Information control systems and also for ensuring the application of Project Information control standards and procedures that meet our client requirements and UKPN Services business requirements, including ISO19650 BSI standards.

Ensure document consistency across the project, rigorously, maintaining control and traceability of the documentation from Project initiation throughout and to completion.

Dimensions

  • You will be Information Controller for UKPN Services and will help support the current TfL Rail and UKPN projects, with support for management and on site teams.

Principal Accountabilities

  • Internal document /content standards covering the full information management lifecycle (organisation, workflow, creation, repository, exchange, versioning, publishing and archiving).

  • Common Data Environment for information control for UKPN Services.

  • Provide governance of document types, indexing, numbering, format, review, dispatch, recording and archiving.

  • Provide advice on layout, editing and formatting of documents, ensuring detail is maintained

  • Assist project teams during internal or external audits of the project and document management system and ensuring compliance.

  • Collaborate with client and subcontractor information control departments to ensure ease of communications.

  • Administer graphical and non graphical information for existing projects and for any future contract.

  • Ensure contractual obligations for responses to document transmittals are escalated.

  • Maintain systems to keep all unnecessary paper and hard copy documentation to a minimum.

  • Ensure allocated project workspaces on the CDE is maintained by the following:

  • All incoming and outgoing project information is recorded

  • Update and maintain the Master information Delivery Plan (MIDP) using details from all project Task Information Delivery Plans (TIDP)

  • All documentation requiring review is undertaken promptly

  • All hard copy documentation is scanned and stored electronically and logically for ease of future retrieval.

  • All legislative, UK Power Networks Services and contract requirements are maintained within a central library

  • All policies, procedures and forms go through the appropriate approval process

  • Coordinate the review of project information requiring regular review and updating.

  • Regular update of relevant document/transmittal registers with accuracy and track, collate and report on issues, risks, reports and registers.

  • Assist project teams with written reports related to information control.

  • Respond in a pro-active, informative and helpful manner to enquiries from staff and external partners either in person, by phone or by e- mail.

  • Control information flows with external suppliers following document control requirements.

  • Ensure that the project team is adhering to document control processes and procedures.

  • Engage with partners.

  • Provide reports on the status of documents at any given time

  • Undertake additional activities commensurate with the job level and competency.

Nature and Scope

UK Power Networks Services is the commercial business of UK Power Networks and is focused on designing, building, operating and maintaining safe, sustainable private electrical and multi-utility networks for owners of major infrastructure. You will support the business UK Power Networks Services.

Although the Information Controller has no direct reports, they are responsible for the control and dissemination of all project information in and out of the project to all departmental heads and partners.

The project systems, procedures and processes for document control are managed by the Information Manager who reports to the BIM Manager.

The Information Controller position is vital to the provision of reliable information control systems and staff. Project Information control is an important function within our business and ensures efficient flow of information both internally and with our suppliers and clients.

UKPN Services has introduced Bentley ProjectWise. Implementation and application of this system across all assets will ensure compliance with the Common Data Environment (CDE), and maintain our BS EN ISO19650 Certification.

Qualifications

Essential

  • Ability of building relationships with a variety of people at all levels in the organisation.

  • Information control experience in an engineering and project environment

  • Use of initiative in making decisions with the ability to identify problems, understand important issues, investigate alternatives and apply judgement.

  • Knowledge and application of Microsoft Word, PowerPoint, Outlook and advanced Excel use.

  • Use Bentley ProjectWise, AssetWise and Asite, and mainstream Document Management tools commensurate with information management (Business Collaborator, SAP, Construction, Testing & Commissioning, Commercial, Close-out).

  • Well organised, possessing ability to meet targets.

  • Incorporate and manipulate Microsoft Excel to produce dashboard reports, dependant on the needs of a project.

  • Use Bentley ProjectWise, along with the ability to manage or amend the CDE to reflect the needs of a project, as and when they are awarded.

Desirable

  • Experience working in electricity/rail infrastructure projects.

  • English language qualification.

  • Experience with ProjectWise, Asite and AssetWise and AutoDesk ACC.

  • Experience using file transfer protocols to exchange documents between UKPN Services and our clients.

Competencies

  • Well organised

  • Safety and environmental awareness.

  • Excellent presentation skills including, verbal & written English.

  • Monitor workload, and providing support.

Health & Safety Responsibilities

Managers and supervisors carry both legal and company responsibilities for ensuring the health and safety of their employees, those under their control and those who might be affected by the work undertaken, i.e. public, visitors and employees of other organisations. This includes briefing individuals working for them and ensuring there is the necessary understanding, competence and application of requirements to work safely and without harming the environment.

Employees will ensure they fully understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly where work activities can have an adverse impact upon the environment, and particularly where there are legal requirements, employees will understand those impacts and the controls they must ensure are applied.

Employees need to be aware that for some craft and operational roles that work at height, or use fall arrest devices, there is an upper weight limit of 116Kg due to maximum safe working load of the safety equipment that is used.

If in doubt ask!

We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

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