Document Controller

Job Title Document Controller

Department QHSE

Job Purpose The Document Controller is responsible for the management, control, distribution, storage and maintenance of all QHSE documentation and records. Reporting to the Head of QHSE, the role ensures documents remain accurate, current, secure and accessible in compliance with company procedures, legal requirements and management system standards. The role supports the effective operation and continual improvement of the organisation's integrated management system.

Main Duties and Responsibilities

Operational

· Maintain and administer the QHSE document control system, ensuring all controlled documents and records are accurately managed throughout their lifecycle.

· Control document creation, review, approval, revision, distribution, retention and archiving processes.

· Maintain document registers, master lists, revision histories and electronic filing systems.

· Ensure Health & Safety, Quality and Environmental documentation remains current, compliant and readily accessible.

· Maintain records relating to audits, inspections, incidents, training, non-conformances, corrective actions and compliance activities.

· Provide document control support for internal and external audits, certification assessments, customer requirements and regulatory inspections.

· Monitor document review schedules and outstanding actions, ensuring documentation is updated within required timescales.

· Support the preparation of management review information, compliance records and QHSE reports.

· Contribute to the continual improvement of document control processes, systems and records management practices.

General

· Build effective working relationships with stakeholders across the organisation to support document control and compliance activities.

· Maintain confidentiality, security and appropriate access controls for company documentation and records.

· Demonstrate a proactive, organised and methodical approach to managing documentation and priorities.

· Support the company's commitment to quality, environmental, health and safety standards.

· Comply with company policies, procedures, GDPR requirements and other applicable legal obligations.

· Undertake any other duties appropriate to the level of the role.

Knowledge and Skills

· Strong organisational and administrative skills with excellent attention to detail.

· Ability to manage multiple priorities and maintain accurate records.

· Strong written and verbal communication skills.

· Proficient in Microsoft Office applications and electronic document management systems.

· Ability to analyse, organise and retrieve large volumes of documentation efficiently.

· Strong record-keeping, coordination and document control skills.

· Ability to handle confidential information appropriately.

· Able to work independently and collaboratively within a team environment.

Qualifications and Experience

Essential:

· Previous experience in document control, document management or a similar administration role.

· Experience maintaining controlled documentation, registers, revision histories and records.

· Experience using SharePoint or electronic document management systems.

· Good working knowledge of Microsoft Office applications.

· Experience managing electronic filing systems and maintaining accurate records.

Desirable:

· Experience working within a QHSE or regulated environment.

· Knowledge of ISO 9001, ISO 14001 and integrated management systems.

· Experience supporting internal and external audits.

· Familiarity with risk assessments, COSHH assessments, method statements, non-conformance management and corrective action processes.

· Experience within manufacturing, engineering, construction, utilities or other regulated industries.

Pay: £28,000.00-£30,000.00 per year

Benefits:

• Bereavement leave
• Company pension
• Cycle to work scheme
• Enhanced maternity leave
• Enhanced paternity leave
• Financial planning services
• Health & wellbeing programme
• Life insurance
• On-site parking
• Sick pay

Work Location: In person