Document Controller

Job Description – Document Controller

School / Educational Institution – Qatar

1. Job Title

Document Controller

2. Department

Administration / Human Resources / School Management

3. Job Purpose

To manage, organize, maintain, and control all school documents and records, ensuring that documents are properly filed, accurately updated, securely stored, and easily accessible to authorized staff. The Document Controller is responsible for maintaining an efficient document management system and ensuring compliance with school policies, confidentiality requirements, and applicable Ministry of Education and Higher Education regulations in Qatar.

4. Key Responsibilities and DutiesA. Document Management and Control

• Receive, register, classify, and maintain all incoming and outgoing documents.
• Maintain an organized filing system for physical and electronic documents.
• Ensure all documents are properly named, indexed, numbered, and stored.
• Track document revisions and ensure that the latest approved versions are available to relevant departments.
• Maintain document registers, logs, and tracking sheets.
• Monitor document submission deadlines and follow up with responsible staff.
• Ensure that outdated, duplicate, or superseded documents are appropriately archived or removed from active use.

B. Record Keeping and Filing

• Maintain accurate records of school correspondence, policies, procedures, reports, agreements, and official documents.
• Organize and maintain staff files, student records, administrative records, and other documents as assigned.
• Ensure that documents are complete, properly signed, dated, and approved before filing.
• Retrieve and provide documents promptly when requested by authorized personnel.
• Maintain an efficient archiving and document retrieval system.
• Prepare documents for inspections, audits, and management reviews.

C. Electronic Document Management

• Upload, scan, digitize, and store documents in the school's designated electronic systems.
• Maintain electronic folders, databases, spreadsheets, and document registers.
• Ensure documents are backed up and stored in accordance with school procedures.
• Monitor access permissions to ensure that confidential documents are available only to authorized personnel.
• Assist in implementing and improving electronic document management procedures.

D. Correspondence and Coordination

• Receive, distribute, and track official correspondence, circulars, memos, and notices.
• Coordinate with HR, Finance, Administration, Academic, and other departments to collect and update documents.
• Follow up on pending approvals, signatures, submissions, and missing documentation.
• Prepare document transmittals and maintain records of documents issued or received.
• Support the preparation and distribution of official reports and administrative documents.

E. Compliance and Confidentiality

• Ensure that document handling follows school policies, established procedures, and applicable Qatar regulations.
• Maintain strict confidentiality of staff, student, financial, and other sensitive information.
• Ensure that records required for Ministry inspections and school accreditation are properly maintained and readily available.
• Monitor document retention periods and arrange archiving or disposal only in accordance with approved policies.
• Report missing documents, unauthorized access, or discrepancies to the line manager.

F. General Administrative Support

• Assist in preparing reports, presentations, registers, and document summaries.
• Maintain stationery and document-related administrative supplies, where required.
• Support internal and external audits by providing the requested records.
• Perform other document control and administrative duties assigned by the line manager or school management.

Pay: QAR2,000.00 - QAR3,500.00 per month

Work Location: In person