Document Controller - Contract - Grangemouth

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Ref: 849 Date Posted: Wednesday 15 May 2019
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Document Controller

Special Requirements
Must be able to travel to the Aberdeen office at least once a month, with occasional overnight stays.
 

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 & Compliance organisation provides the regulatory interface, integrity management and inspection support, specialist health, safety, environmental expertise, assurance and information management support for the business.

Background

Previous document management support for FPS North was provided by a third party, but will now be in-sourced.

Job Purpose

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 Document Controller for South Team and third party consultants as well as with other parts of the INEOS FPS organisation.
The Document Controller will ensure FPS-wide business practices are applied to document management by the North Team, in order to maintain a consistent 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 Software (EDMS). The types of documents will include, but not limited to: Asset and Plant Management System Practices and Procedures and Crisis and Continuity Management documents.

Special Assignments

There are several thousand documents associated with the FPS North Asset to check and bring under control. These are hard and electronic copy documents. They will need to be assessed against record retention requirements and then dealt with appropriately. This task will require engaging asset personnel to verify their documentation in order for document control to determine the correct course of action and to encourage a desire by personnel to change behaviour permanently.

Principle Accountabilities

Own and drive the document review program for FPS North, to ensure documents remain in date at all times.
Provide a focal point for the FPS North Team to ensure a common understanding of document requirements.
Issue controlled copies of documents to recipients and ensure transmittals are returned.
Provide training and guidance on the use of the EDMS with the Information Management Lead.
Ensure that documents are appropriately stored.
Work closely with North Document Authorities and Owners to create, own and deliver a plan for the re-formatting of existing FPS North documents onto INEOS FPS document templates, with the Information Management Lead.
Ensuring all document attributes are correct in the EDMS.
Support the Information Management Lead in developing and maintaining a Master document register for the North Asset.
Act as the North team’s 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 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.
Provide absence cover for the South Document Controller

Qualifications, Knowledge and 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:

Good working knowledge of Document Management Softwares and Microsoft Packages (Word, Excel, Visio). Key skills required are presenting data visually, adding advanced functions, creating flow charts and managing spreadsheets.
Ability to work on several tasks in tandem of varying size and complexity within strict deadlines.
Possess strong attention to detail, including proof reading, analytical thinking and time management skills.

Job Knowledge Skills:

Able to communicate with, influence and motivate different audiences.
Able to challenge and question as appropriate.
Have an understanding of delivering projects.

How to Apply

Interested candidates should submit their CV and apply