Document Controller - Maternity

Location

Grangemouth

Team/Function

Safety, Health, Environment (SHE) & Assurance

Special Requirements

• Can do attitude.
• May need to travel to the Aberdeen office

INEOS FPS

FPS is a 100% INEOS-owned integrated oil, gas transportation and processing system serving the central area of the North Sea. The FPS SHE & Assurance organisation provides the regulatory interface, integrity management and inspection support, specialist health, safety, environmental expertise, assurance and records management support for the business.

Background

Maternity leave cover.

Job Purpose

As part of the FPS SHE & Assurance team, the Document Controller has no direct reports but will be expected to work closely with the second Document Controller, Document Owners as well as other parts of the INEOS FPS organisation.

They will ensure FPS business practices are rigorously applied to document management by all, in order to maintain a consistent approach across the whole of FPS.

The focus of the role will be in ensuring documentation is maintained current and accurate within the Electronic Document Management Software (EDMS). The primary types of documents will be Asset Procedures and Crisis and Continuity Management documents, but other types of Records will be processed such as Engineering Standards and Reports. They will not handle Project Handovers or Drawings.

Principle Accountabilities

• Support document review programmes, to ensure documents remain in date.
• Ensure a common understanding of document control requirements.
• Issue controlled copies of documents to recipients and ensure transmittals are returned.
• Provide training and guidance on the use of the EDMS.
• Ensure that documents are appropriately stored.
• Ensure all document metadata is correct in the EDMS.
• Maintain the Master Document Registers. Correct errors.
• Drive the review and reduction of non-essential hard copies of documents.
• Collate and provide periodic KPIs to the Documents and Records Lead
• Participate in wider SHE & Assurance discussions and meetings.
• Participate in Continuous Improvement activities for records management.
• Provide absence cover for the other Document Controller.

Qualifications, knowledge and Skills

Minimum Qualifications:

• Business/Office Administration.
• Advanced Word/Excel (MS Office Diploma would be an advantage)

Minimum Experience:

• 4+ years’ experience of Document Control.

Job-Specific Skills:

• Possess strong language skills in order to proof read and spot errors.
• Requires excellent time management. Turnaround can be needed at short notice.
• Good working knowledge of Document Management Softwares
• Microsoft Word, Excel and Visio (some use of PowerPoint).
  • Fixing Word documents to ensure they meet standardised layouts (built-in Styles etc) whilst proof-reading.
  • Use of Visio to created flow charts and Excel for managing spreadsheets.
  • Use of Excel to create and manage registers of information and KPIs.
  • PowerPoint to present KPIs
• Ability to work on several tasks in tandem of varying size and complexity within strict deadlines.

Job Knowledge Skills:

• Able to communicate with, influence and motivate different audiences.
• Able to challenge and question appropriately.

How to Apply

Interested candidates should submit their CV and press apply