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Document Controller - Aberdeen/Offshore

All - Administration
Ref: 690 Date Posted: Monday 04 Feb 2019
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Document Controller


FPS is a 100% INEOS-owned integrated oil, gas transportation and processing system serving the central area of the North Sea.

The Falkirk based FPS SHE & Compliance organisation provides the regulatory interface, integrity management and inspection support, specialist health, safety and environmental expertise and is the focal point for the integrated safety management system for the business.

Reporting to the Compliance & Assurance Team Leader as part of the FPS SHE & Compliance organisation, the Document Controller has no direct reports but will be expected to work closely with the FPS North Team, Technical Authorities, the FPS Document Control Lead and third party consultants as well as with other parts of the INEOS FPS organisation.

Job Purpose

Previous document management support for FPS North was provided by a third party, but will now be in-sourced.  There are several thousand documents associated with the FPS North Operation, which require review and transition into the Ineos FPS Management System and ongoing management and maintenance thereafter.

The Document Controller will ensure FPS-wide business practices are applied to document management in FPS North, in order to maintain a consistency of approach across the whole of FPS. The focus of the role will be in ensuring documentation associated with FPS North operating assets is maintained current and accurate within the Electronic Document management System (EDMS).  Documentation includes: Operating and Maintenance Procedures, FPS Management System Practices and Procedures, Crisis & Continuity Management documentation, Plans and Manuals. 

Principle Accountabilities

  • Own and drive the document review program for FPS North.

  • Provide a focal point for the FPS North Team to ensure a common understanding of document requirements including engineering data.

  • Register and distribute Work Packs.

  • Maintain controlled documents in the local Incident Management room.

  • In conjunction with the FPS Document Control Lead, provide training and guidance on the use of the electronic Document Management System.

  • Ensure that documents are appropriately stored in the Electronic Document Management System.

  • In conjunction with the FPS Document Control Lead, work closely with Document Authorities and Document Owners to create, own and deliver a plan for the re-formatting of existing FPS North documentation into Ineos document templates, ensuring that all attributes are correct.

  • Support the FPS Document Control Lead in the development and maintenance of a Master document register as re-formatted and new documents are produced.

  • Act as the FPS North point of contact for the review of physical archived documentation (currently held by an external storage provider).

  • Drive the review and reduction of non-essential hard copies of documents at FPS North facilities.

  • Provide a single point of contact for document reviews and comments, maintaining a tracker to ensure an auditable trail.

  • Provide periodic document status reports to the Compliance & Assurance Team Leader and FPS North Asset Manager.

  • Participate in wider SHE & Compliance discussions and meetings.

  • Participate in Continuous Improvement activities for Information management across the business.

  • Participate in wider Community of Practice meetings.

Qualifications, Knowledge & Skills

Minimum Qualifications:

  • Business/Office Administration.

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

Minimum Experience:

  • 5+ years’ experience of Document Control.

  • Experience of data/document transfer projects.

  • Experience of organisational transition would be an advantage.

    Job-Specific Skills:

  • In depth knowledge of Document Management Systems Microsoft Packages. Key Excel skills required would be Presenting Data Visually, Adding Advanced Functions, Inserting Illustrations and Managing Worksheets.

  • Ability to work on several jobs of varying size and complexity simultaneously within strict deadlines.

  • Possess strong attention to detail (proof reading), analytical thinking and organisational skills.

Job Knowledge Skills:

  • Good understanding of project management.
  • Excellent communication and team working skills.

  • Able to challenge and question as appropriate.

How to Apply

Interested candidates should submit their CV and apply